Administrative Assistant

We are seeking a detail-oriented and proactive Administrative Assistant to support our Houston and Austin offices with electronic document processing and general administrative functions. This role is primarily focused on document management and e-filing, while also providing administrative and operational support to Legal Assistants, Paralegals, and office operations to ensure continuity of workflow during high-volume periods.

This position is full-time, in our Houston office Monday-Friday, 9:00 AM – 5:00 PM.

Responsibilities

• Process incoming electronic documents and mail by downloading, renaming, and saving them to the correct iManage matter and subfolder
• Review legal and administrative materials to determine appropriate filing locations
• Provide calendaring and scheduling support
• Distribute incoming electronic mail and documents to assigned attorneys
• Ensure documents are filed promptly and are accessible where and when they are needed
• Maintain electronic files, ensuring they are consistently updated and well organized
• Provide as-needed coverage for Legal Assistants in both Houston and Austin to support workflow continuity
• Assist with case-related administrative tasks during high-volume periods
• Draft, review and notarize documents as needed
• Support office operations by assisting with sorting, logging, and distributing physical mail
• Provide limited facilities support as needed to maintain smooth day-to-day operations
• Manage inventory of IT equipment and office supplies
• Serve as reception support when required, including greeting visitors and handling incoming calls
  
  
  

Qualifications

• High school degree or equivalent
• Minimum of 2 years related law office experience and familiarity with legal terminology
• Strong proficiency in Microsoft Office Suite, particularly Word, Excel, and Outlook (iManage experience is a plus)
• Notary license preferred but not required
• Strong organizational skills and meticulous attention to detail
• Ability to manage time effectively and deliver high-quality work
• Proven discretion with confidential information
• Self-starter with the ability to work both independently and collaboratively
• Resourceful, proactive, and capable of anticipating needs and solving problems
• Strong communication skills, both written and verbal
• Openness to feedback and a willingness to continue learning and growing in the role
• Ability to retrieve and distribute files, mail, written documents, or office supplies weighing up to 50 pounds and ability to retrieve and replace objects from shelves of up to 8 feet high
• Work may occasionally require more than 40 hours per week to perform the essential duties of the position
  
  
  

FLSA Status: Non-Exempt

Please let us know if you require any additional support or adjustments to be made in order to submit your application to Kennedys.