Spencer Fane is a law firm where your business leaders work with our business leaders. We provide an unconventional approach to legal services geared toward protecting and advancing business and personal interests. Our clients are certain that their interests are our priority because they work with leaders – leaders who work decisively, execute with purpose, and understand the importance of flawless timing. For more information, visit spencerfane.com or follow @spencerfane on Twitter.

Legitimate job offers from our firm are communicated through official channels and involve a rigorous recruitment process. If you have any doubts about the legitimacy of a job offer received, we encourage you to verify it via a message directly to our HR department at jobs@spencerfane.com.

Industry: Law Practice
Company Size: 501-1,000 employees

Spencer Fane LLP

Savvy Admin PROD

**JOB TITLE: ** Legal Administrative Assistant

**FLSA STATUS: ** Non-Exempt

**SCHEDULE: ** M-F 37.5 hrs./week

**LOCATION: ** Plano, TX (Hybrid work environment with three days in office)

**REPORTS TO: ** Regional Office Administrator

**POSITION SUMMARY: **

Under general direction, the Legal Administrative Assistant provides confidential secretarial and administrative support to multiple attorneys and other timekeepers within the Litigation and Cyber Security practice groups. The position supports legal and client matter activities by coordinating communications, maintaining files and records, preparing and processing documents, assisting with billing and time entry, and scheduling meetings, travel, and related logistics in accordance with firm policies and procedures.

**COMPENSATION: ** At Spencer Fane, we carefully consider a wide range of factors when determining compensation, including but not limited to location, skillset, experience, training, licenses, certifications and other business or organizational needs. Compensation will be determined based on the above factors along with the requirements of the position. We expect the hourly rate for this position to be between $34.75 and $39.00.

**BENEFITS: ** Medical, Vision, Dental, PTO, 401k, Life, Disability

**PRIMARY RESPONSIBILITIES: **

- Provide administrative and secretarial support to attorneys and other timekeepers, interacting professionally with staff and leadership at all levels of the firm.

- Deliver high-quality internal and external client service while maintaining discretion and confidentiality.

- Collaborate with other Legal Administrative Assistants and provide coverage or assistance as assigned.

- Coordinate effectively with shared services departments, including Records, Accounting, and IT.

- Apply sound judgment and established procedures to prioritize assigned work, manage deadlines, and support attorney and client needs.

- Manage incoming and outgoing communications, including telephone calls, email, and electronic document workflows, to support client matters and deadlines.

- Schedule and coordinate meetings, conference rooms, and related logistics, including hospitality, facilities, and technology requirements.

- Maintain and manage attorney calendars, scheduling meetings with internal and external participants and communicating schedule changes as needed.

- Create, maintain, and organize client and matter files in both electronic and paper formats in coordination with the Records Department.

- Perform filing, file retrieval, and document management system updates in accordance with firm standards.

- Prepare and submit conflict checks, new client intake requests, and matter openings.

- Prepare, process, and submit conflict checks, new client intake requests, and matter openings in accordance with firm procedures.

- Coordinate with Accounting to support accurate billing in accordance with client requirements, including pre-bill review and invoice preparation as requested.

- Prepare, format, edit, and save documents using firm templates and styles; transcribe dictation using approved tools.

- Assist with drafting, proofreading, document comparison, and cross-referencing of legal documents.

- Plan and coordinate travel arrangements and prepare itineraries.

**QUALIFICATIONS: **

- **Education: ** Some college experience preferred, but not required.

**EXPERIENCE, SKILLS & COMPETENCIES: **

- **Experience: ** A minimum of five (5) years of administrative assistant experience is required. Experience working in a legal environment (law firm or in-house legal department) is preferred. Prior exposure to litigation law is desirable but not required.

- **Technical Skills: ** Working knowledge of Microsoft Office (Word, Outlook, Excel); experience with document management systems and Adobe Acrobat preferred.

- **Organizational & Time Management Skills: ** Ability to organize files, manage routine administrative tasks, and handle multiple assignments while meeting deadlines in a fast-paced environment.

- **Judgment, Initiative & Prioritization: ** Applies sound judgment, initiative, and basic prioritization skills to complete assigned tasks accurately and on time, following established procedures.

- **Communication & Collaboration: ** Clear and professional verbal and written communication skills; ability to work effectively with attorneys, paralegals, clients, and administrative staff.

- **Confidentiality & Professionalism: ** Demonstrates discretion, professionalism, and respect for confidentiality when handling sensitive information.

**SUPERVISORY RESPONSIBILITY: **

- None, individual contributor

**WORKING CONDITIONS: **

- Primarily performed in an office environment with frequent interaction across attorneys, paralegals, and administrative teams.

- Occasional travel to court, other office locations, or external administrative sites may be required.

- Work hours are generally standard business hours; occasional evenings or weekends may be required to meet deadlines or support urgent matters.

- Fast-paced, collaborative environment requiring adaptability, strong attention to detail, and effective prioritization.

**PHYSICAL REQUIREMENTS: **

- Regularly required to sit, stand, or walk for extended periods while performing administrative duties.

- Ability to lift and carry up to 25 lbs for filing, document handling, or office materials.

- Ability to perform repetitive motions, including typing, filing, and scanning.

- Occasional bending, reaching, and handling of office equipment.

- Adequate visual and auditory ability to accurately review legal documents, read computer screens, printed materials, and communicate effectively.

**DISCLAIMER: **

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified.

Legal Administrative Assistant

Public Storage built its first self-storage facility in 1972. Today we’re the nation’s largest self-storage provider and we couldn’t have done it without the support and dedication of all our team-members. It’s our people, the remarkable Public Storage family that makes us the leader in the industry! We’re privileged to have driven and talented groups of people across all levels of our organization; from our Property Managers who greet and assist our customers every day to our District Managers who strive to ensure each member of their team is trained for success; our Corporate team-members and Company Officers work passionately to provide Field Management with tools required for them to succeed. We owe our success to their effort and dedication. Be a part of our thriving community, the Public Storage Team!
    
Explore our website for opportunities ranging from Property Management, Field Management, Corporate, Real Estate, IT and Call Center positions; you’ll find one that's just right for you. Training is on us, Success is yours to keep!

Industry: Real Estate
Company Size: 5,001-10,000 employees

Public Storage

Since opening our first self-storage facility in 1972, **Public Storage ** has grown to become the **largest owner and operator of self-storage facilities ** in the world. With **thousands of locations ** across the U.S. and Europe, and more than 170 million net rentable square feet of real estate, we're also one of the largest landlords.

We've been recognized as **A Great Place to Work ** by the Great Place to Work Institute. And, our employees have also voted us as having **Best Career Growth **, ranked us in the **Top 5% for Work Culture **, and in the **Top 10% for Diversity and Inclusion **.

We're a member of the**S&P 500 ** and **FT Global 500 **. Our common and preferred stocks trade on the New York Stock Exchange.

Public Storage is the nation’s leading self-storage provider, recognized for its iconic orange doors and commitment to delivering simple, reliable solutions to millions of customers across the country. We are expanding our creative team to enhance our consistent and engaging visual brand presence.

**Job Description**

Public Storage is looking for a Divisional Administrative Assistant who is upbeat, resourceful, a self-starter, and reliable to join our constantly-growing company. This role supports the Divisional Vice President of Operations and the Division Operations Managers based out of our corporate office in Plano, TX. By joining our team, you become an integral part of our dynamic company and are poised for a bright future with Public Storage.

Essential Duties and Responsibilities

- Coordinating and organizing Outlook calendars and meetings.

- Overseeing and coordinating travel administration.

- Accounts payable and receivables

- Report generation to assist with annual property plans, revenue models and budgets.

- Maintain and update business plans, capital improvements, and revenue and marketing models.

- Maintain and update all legal cases, incident damage reports, property unit mix updates, auction dates and legal publications for notice of sale.

- Screening calls and coordinating communication between property, management and corporate personnel.

- Order supplies and oversee office machine maintenance and repair

- Handling all expense reimbursements and analysis.

- Tracking and reporting budgets and metrics.

- Creating reports using Microsoft Excel and other software programs.

- Preparing PowerPoint presentations as instructed.

- Drafting and editing correspondence.

- Answering phones promptly and with professionalism.

- Basic administrative duties such as copying and filing (both electronic and physical files).

- Other duties as assigned.

**Qualifications**

- 3 years administrative and executive experience.

- Strong working knowledge of Microsoft Word, Excel, PowerPoint and the Internet

- Excellent written and verbal communication skills

- High-level commitment to quality and detail.

- Possess a strong work ethic and be able to work independently.

- Intense focus on excellent customer service, high standards for work product, and attention to detail.

- Demonstrated ability to take initiative and exercise independent/sound judgment and exercise diplomacy in all areas of responsibility.

- Proven time management skills, with the ability to prioritize and handle multiple tasks and work with a sense of urgency in a fast-paced environment.

- Ability to anticipate executives and department needs and acts proactively.

- Ability to meet new challenges with an open mind and an optimistic response.

- Exceptional assessment and organizational skills.

- High level of professionalism and confidentiality.

**Additional Information**

**Workplace**

- One of our values pillars is to work as OneTeam and we believe that there is no replacement for in-person collaboration but understand the value of some flexibility. Public Storage teammates are expected to work in the office five days each week with the option to take up to three flexible remote days per month. Our office is based in Frisco, west of The Dallas North Tollway, in Hall Office Park – 2611 Internet Blvd.

Public Storage is an equal opportunity employer and embraces diversity. We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or any other protected status. All qualified candidates are encouraged to apply.

**Sponsorship for Work Authorization is not available for this posting.  Candidates must be authorized to work in the U.S. without requiring sponsorship now or in the future.**

Administrative Assistant

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