Administrative Assistant
Job in
Austin, Travis County, Texas, 78703, USA
Listed on 2026-06-02
Listing for:
Aston Carter
Full Time
position Listed on 2026-06-02
Job specializations:
-
Administrative/Clerical
Office Administrator/ Coordinator, Data Entry, Virtual Assistant/ Remote Admin, Clerical
Job Description & How to Apply Below
Administrative Assistant
Job Description
The Administrative Assistant provides essential administrative support to a fast-paced business unit by preparing documents and reports, managing files and calendars, and handling high-volume mailings and documentation. This role uses Microsoft Office and related software to support internal teams and external recipients, including legal professionals and other stakeholders, while maintaining a high level of accuracy, organization, and customer service.
Responsibilities
+ Perform basic administrative duties under immediate supervision, following well-defined standard procedures.
+ Prepare documents, reports, spreadsheets, presentations, and other materials to support the business unit.
+ Maintain organized filing systems for physical and electronic documents, including large-volume mailings and case-related materials.
+ Manage calendars as needed, helping to coordinate schedules and support department productivity.
+ Handle large-value and high-volume mailings, filings, and documentation with a high degree of accuracy and attention to detail.
+ Exchange documents with various courts, administrative agencies, and opposing parties, including some daily pedestrian travel within a short distance and occasional use of a company vehicle for longer distances.
+ Serve large numbers of parties in a case via hand-delivery, courier service, USPS mail, overnight courier, and email.
+ Prepare and manage mailings to large groups of recipients, including events with 1,000 or more recipients.
+ Use Microsoft Outlook, Excel, Word, PowerPoint, and other department systems to complete daily tasks and support team operations.
+ Utilize MS Word and MS Excel to create and edit documents, spreadsheets, and mailing lists.
+ Maintain accurate records and tracking of documents exchanged with external parties and agencies.
+ Communicate clearly and professionally with co-workers, other employees, customers, and external recipients.
+ Listen to and understand written and verbal instructions, asking questions when unsure of how to handle an assignment.
+ Actively assist co-workers with assignments as necessary to maintain department productivity and support a team-focused environment.
+ Answer customer questions directly when possible and refer questions to others as needed to ensure effective service.
+ Actively learn the function and processes of the department in order to assist customers and internal stakeholders more effectively.
+ Apply basic education and training to job responsibilities and demonstrate initiative in handling assignments beyond routine tasks.
+ Organize data and processes to support efficient workflow and accurate document handling.
+ Demonstrate strong attention to detail to ensure that all materials are accurate, especially when recipients include judges, attorneys, and other parties with differing or adverse dispositions.
+ Perform various other administrative tasks as needed to support the department and overall business operations.
Essential Skills
+ At least 1 year of administrative work experience.
+ High school diploma or GED.
+ Demonstrated computer proficiency, including strong skills in Microsoft Word, Excel, PowerPoint, Outlook, and other Microsoft Office products.
+ Ability to type at a minimum of 60 words per minute.
+ Strong written and verbal communication skills.
+ Ability to organize data, documents, and processes effectively.
+
Good analytical and problem-solving skills.
+ Ability to handle large-value mailings, filings, and documentation accurately.
+ Ability to follow well-defined standard procedures while working under immediate supervision.
+ Strong attention to detail, especially when preparing materials for legal and other critical recipients.
+ Ability to work productively with others in a team-oriented environment.
+ Ability to listen to and understand written and verbal instructions and apply them effectively.
+ Customer-focused mindset, with the ability to respond to questions and direct inquiries appropriately.
Additional
Skills & Qualifications
+ Experience using Adobe Acrobat for document labeling and editing.
+ Experience performing mail merges using Microsoft Excel for letters and mailing or shipping lists.
+ Familiarity with mail merge processes for mailing and shipping using applications such as , Fed Ex, and similar tools.
+ Experience exchanging documents with courts, administrative agencies, and multiple external parties.
+ Ability to manage mailings to large groups, including events with 1,000 or more recipients.
+ Demonstrated initiative in handling assignments beyond routine tasks and willingness to ask questions when clarification is needed.
Work Environment
The role is based in a fast-paced environment where priorities can change quickly with little forewarning, requiring flexibility and strong communication within a team setting. The typical work schedule is Monday through Friday from 8:00 a.m. to 5:00 p.m., with occasional overtime and weekend work as…
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