Job Description

Administrative Assistant

This is an onsite role based in our Galleria office, Monday through Friday from 8:30 a.m. to 5:30 p.m. The Administrative Assistant provides administrative and operational support to the Corporate team, ensuring daily activities run efficiently, accurately, and professionally. This role supports attorneys and team members by coordinating meetings, managing complex calendars, and assisting with document preparation and client-facing materials. The Administrative Assistant plays a critical role in maintaining organization, responsiveness, and attention to detail, allowing the team to remain focused on client service and firm priorities.

Key Responsibilities

1. Coordinate agendas, materials, and logistics for weekly team meetings, client meetings, and other internal meetings
2. Manage complex scheduling across multiple calendars, including attorneys, clients, and external participants
3. Prepare, format, proofread, and organize documents, presentations, and correspondence in accordance with firm and client standards
4. Maintain electronic files, document organization, and version control to ensure accuracy and timely access to information
5. Process and track expense reports for the Corporate team, ensuring submissions are complete, accurate, and timely
6. Coordinate travel arrangements, including flights, hotels, ground transportation, and detailed itineraries
7. Schedule conference rooms and manage virtual meeting logistics, including Microsoft Teams coordination
8. Order office supplies and provide general administrative support to maintain efficient daily operations
9. Provide administrative support for corporate initiatives, transactions, and special projects as assigned
10. Handle sensitive and confidential information with a high level of discretion and professionalism
11. Communicate effectively and professionally with attorneys, staff, clients, and external contacts
12. Anticipate administrative needs and proactively resolve issues to minimize disruption to the team

Qualifications & Experience

• Minimum of five (5) years of administrative experience in a corporate, professional services, or fast-paced environment
• Strong organizational skills with exceptional attention to detail and accuracy
• Proven ability to manage multiple priorities, competing deadlines, and high-volume workloads
• Proficiency in Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, and Teams
• Advanced calendar management and scheduling experience
• Strong written communication skills, including document formatting and proofreading
• Sound judgment, professionalism, and discretion when handling confidential information
• Ability to work collaboratively while supporting multiple stakeholders

Core Competencies

• Organization and time management
• Accuracy and attention to detail
• Professional communication
• Responsiveness and follow-through
• Confidentiality and discretion
• Problem-solving and initiative

Benefits: Some of our most popular additional benefits at our Firm include: flexible working environment, remote working, paid lunches, paid parking, and a wellness program which includes Corporate sponsored Lifetime Fitness memberships or gym reimbursements.

Compensation is based on experience. Bonus eligible. Firm benefits include 401(k) with matching, medical, dental, vision, supplemental policies, long term care, identity theft and legal services, life insurance, and pet insurance. The firm offers parental leave.

Roberts Markel Weinberg Butler Hailey PC is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

RMWBH has been recognized as one of Houston's Best Places to Work and Houston's Best and Brightest Companies to Work For.

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