Akin Gump Strauss Hauer & Feld LLP is a leading international law firm with more than 900 lawyers in offices throughout the United States, Europe, Asia and the Middle East. We are currently seeking a Legal Support Assistant / Receptionist reporting directly to the San Antonio (“SA”) Office Administrator.

The position will reside in the San Antonio office and under the immediate supervision of the SA Office Administrator, and following prescribed departmental, office and firm procedures, the Legal Support Assistant will be responsible for providing administrative support to attorneys, advisors, project teams as assigned, along with other administrative duties, as assigned.  All job duties must be performed with a commitment to superior client service, producing quality work products, and maintaining an atmosphere of teamwork and continuous improvement.  

KEY RESPONSIBILITIES OF THIS POSITION INCLUDE:

• Assist attorneys in daily activities, including drafting and editing documents, researching information, arranging travel, preparing travel itineraries, processing expense reports, check requests, scanning, copying, coordinating incoming/outgoing mail, faxes and emails, assisting clients, screening vendors, and practice group coordination
• Set up and maintain case and client files in document management system
• Process new business intake and related forms, client bills, and time reports
• Time entry, answering phones and taking messages, scheduling appointments, practice events, and coordinating meetings and calls for both client and practice group activities
• Copy, distribute, send (electronically and/or via mail, courier or express service), file and otherwise handle completed work
• Proofread and redline written work product for accuracy of copy, format, grammar, punctuation and syntax
• Proof completed work for accuracy and thoroughness, paying close attention to instructions and detail
• Maintain client contacts and working groups list
• Provide Reception coverage by greeting, welcoming and announcing clients and visitors to the office
• Track and maintain parking validations; track and maintain visitor keys and access cards and notify SA Office Administrator of any security concerns
• Coordinate work as needed with office, firm and third-party service departments, including Document Services, IT, Office Services, Conference Services, Records and Finance
• Maintain the online conference room scheduler for the San Antonio office; assist with assigning visiting attorney offices and conference rooms
• Set up conference rooms before meetings with food and beverage for groups ranging from two people to large groups; maintain appropriate beverage, food and supply levels throughout the function; remove dirty dishes and supplies after the function
• Maintain onsite case files, including but not limited to opening new files, filing material, preparing folders and inserts, organizing files, closing files, and re-shelving files and boxes. Maintain offsite files, including but not limited to preparation and sending of new materials offsite, as well as identification, filing, retrieval and return of files and boxes previously sent
• Sort, prepare and distribute promptly all incoming U.S. Mail, UPS, Federal Express, DHL and other courier services envelopes and packages 
• Open the office; including light cleaning/organizing, preparing coffee, restocking supplies and other tasks as assigned
• Be observant of, report, and/or resolve facilities and office space-related problems, housekeeping issues, plumbing, janitorial concerns, and when necessary, report problems to the SA Office Administrator
• Stock, inventory and maintain office supplies, mail supplies, operational supplies and cleaning supplies, as necessary, in the main kitchen, central storage area, office services and conference rooms
• Maintain reproduction and mailroom equipment; ensure machines are in proper working order; report machine malfunctions and failures to Office Administrator
• Reproduce and finish (including collating, stapling, hole punching/drilling, binding) documents, articles, books, maps and blueprints, using copy machines, binding machines and other appropriate equipment
• Process invoices for payment and coordinate with vendors to resolve billing issues as needed

QUALIFICATIONS (EXPERIENCE, KNOWLEDGE, SKILLS & ABILITIES):

• Bachelor’s degree from a four-year college or university
• One (1) year of related internship or professional services experience preferred
• Demonstrated proficiency in WORD 10, Microsoft Excel, Outlook and PowerPoint
• Excellent written and oral communication skills, including grammar, spelling and punctuation
• Ability to type at least 60 words per minute with accuracy
• Working knowledge of Adobe document applications, including working with PDF files and attachments
• Working knowledge of firm’s e-mail and document management systems preferred
• Strong organizational and time management skills, including the ability to organize self and others
• Demonstrated strong attention to detail and ability to perform tasks with a high degree of accuracy when under pressure
• Ability to think critically and be solution oriented
• Ability to handle confidential and sensitive information with appropriate discretion
• Excellent telephone manner
• Well developed and professional interpersonal skills including the ability to work independently and as a member of a team, take initiative, set priorities, meet deadlines and milestones for projects and see projects through to completion
• Ability to work effectively in a fast-paced environment, meet deadlines, handle multiple tasks, manage attorney expectations, and respond to changing priorities
• Ability to establish effective working relationships within the office and firm, and with clients, vendors and others outside the firm
• Willingness and ability to assume new tasks and responsibilities
• Ability to perform mathematical functions - add, subtract, multiply, divide, work with percentages, etc.
• Commitment to maintaining confidentiality of client and office information, the office and firm, and adhering to the Firm’s Core Values
• Commitment to professional growth

AKIN GUMP STRAUSS HAUER & FELD LLP PARTICIPATES IN E-VERIFY FOR PURPOSES OF VERIFYING EMPLOYMENT ELIGIBILITY

Required Skills Required Experience

• BS/BA degree required. MBA desirable.
• CPSM or C.P.M certification preferred.
• APICS certification preferred.
• At least 10 years of experience in strategic procurement, co-manufacturing, sourcing and supply chain.
• Project management experience in a Food/CPG environment
• Extensive knowledge of packaging, food ingredients, co-manufacturing and contract management.
• Excellent written and verbal communication skills.
• Excellent MS Office skills required with strong emphasis on Excel.
• Knowledge and experience using MS Dynamics 365 or other comparable MRP/ERP systems preferred.

 “Management retains the discretion to add or change the duties of the position at any time.”