1531 Legal Assistant (Bilingual-Spanish) (Houston, TX)

Overview of Position:

• This position is located in Houston, Texas, reports to OPG Legal Services, and provides administrative and business support with a high level of independence, initiative, discretion, accuracy, and attention to detail.
• Provide administrative and business support, including calendar and meeting coordination, travel support, document preparation, action tracking, records management, and support for special projects.
• Use Microsoft 365 and approved digital tools to improve efficiency and support timely completion of assigned deliverables.
• Maintain confidentiality and accuracy throughout the assignment.
• The role is broader than traditional administrative support. The successful candidate will anticipate what is needed before being asked, driving action items to closure across a global organization, and making sure the supported attorneys are fully prepared for every meeting, decision, and engagement on the calendar. The ability to maintain confidentiality is a crucial aspect of this position.

Responsibilities:

Responsibilities for this position may include but are not limited to the following:

Calendar, Travel, and Executive Time Management:

• Own Outlook calendars, including scheduling and coordinating logistics for meetings, activities, and special functions across multiple time zones.
• Exercise judgment about where the supported attorneys’ time creates the most value: protect time for priority business, resolve competing requests without escalation, and rebuild the schedule quickly when travel or urgent matters disrupt it.
• Prioritize items that need immediate attention and follow up with others as necessary to meet deadlines.
• Coordinate domestic and international travel logistics, working with international law groups to align itineraries, meetings, and on-the-ground support.
• Track and coordinate business trip requirements, including passports, visas, immunizations, and electronic travel authorities (ETAs).
• Assemble briefing materials, background information, and pre-reads for meetings and travel, including why the meeting matters, and what decision is being asked for.
• Track and gather business and travel related expenses and submit monthly expense reports.
• Make appropriate, informed decisions regarding priorities and levels of urgency in situations and events that require quick response or turnaround.

Executive Communications:

• Compose messages and replies on behalf of the supported attorneys, and handle sensitive and privileged material with discretion.
• Coordinate with assistants supporting other leaders so schedules, materials, and messaging stay aligned.

Organizational Support, Records, and Special Projects:

• Maintain leadership team documents in the iManage document retention application so the record of leadership materials stays complete, current, and easy to retrieve.
• Use digital tools, including Microsoft 365, Copilot, SharePoint, Workday, Power BI, Forms and Power Automate, to streamline recurring work, build reusable templates, and improve how the attorneys operate.
• Maintain SharePoint sites, pages, document libraries, lists, collaboration spaces, and knowledge resources.
• Support business process improvements through forms, trackers, workflows, knowledge repositories, self-service resources, or similar digital solutions.
• Support documentation, training, user adoption, and effective use of approved tools and technologies.
• Use approved AI-enabled tools responsibly to improve work quality and efficiency.

Document, Meeting and Program Support:

• Drafting, formatting and revising spreadsheets, documents and presentations under strict deadlines.
• Coordinating logistics, agendas and presentation materials for meetings, conferences and special functions.
• Following through to ensure deadlines are met and proactively following up with individuals as needed.
• Supporting programs and initiatives, including by coordinating participant lists, meeting schedules, tracking documents, training materials and showcase sessions.
• Assisting with other duties and special projects as assigned.
• Working closely and collaboratively with other legal administrative assistants and executive assistants as needed.

Required Qualifications:

• Minimum of 5 years of experience providing direct support to executive-level management as legal assistant, executive assistant, administrative support, or related professional experience.
• Must be able to handle all duties while maintaining a high level of confidentiality and with initiative and independence.
• Demonstrated ability to work without direction, anticipate needs, and take ownership of outcomes rather than tasks.
• Strong interpersonal skills and the ability to work cooperatively with all levels of management.
• Demonstrated ability to adapt readily to the needs of diverse work groups and remain calm under pressure.
• Demonstrated ability to communicate effectively, both written and verbal, including drafting and editing communications on behalf of an executive.
• Demonstrated ability to prioritize and meet deadlines, often under changing circumstances, and to multi-task and anticipate changing needs and requirements.
• Strong organizational skills, attention to detail, and the ability to complete tasks under tight deadlines.
• Demonstrated ability to solve problems and to exercise good judgment in making decisions quickly.
• Advanced proficiency with Microsoft 365, including Outlook, Word, PowerPoint, Excel, Teams, and SharePoint.
• Demonstrated ability and willingness to learn new technologies and apply digital tools to business needs.
• Experience coordinating international travel and working across time zones with international teams.
• Bilingual proficiency in English and Spanish, with the ability to communicate effectively in both languages, is required.

Preferred Qualifications:

• Experience supporting a senior executive in a corporate legal department or law firm, including familiarity with privileged and confidential material.
• Experience coordinating the operating rhythm of a leadership team in a global organization, including agendas, pre-reads, executive reporting, and action tracking.
• Experience maintaining or supporting SharePoint sites, pages, document libraries, lists, navigation, or collaboration workspaces.
• Experience with iManage, Workday, Power BI, DocuSign, Team Connect, CTREX or comparable document management, human resources, and reporting systems.
• Experience supporting process improvement efforts, user adoption activities, knowledge management practices, or technology-enabled business processes.
• Demonstrated use of technology or approved AI-enabled tools, including Microsoft Copilot to improve personal and team productivity.
• Relevant experience supporting legal, corporate, compliance, or professional services teams is preferred.

The hiring rate for this position is $28.00 to $30.50/per hour. The base pay actually offered will take into account internal equity, and may also vary depending on candidate's geographic region, job-related knowledge, skills, and experience amongst other factors.

Harvest Technical Services is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, pregnancy, disability, age, veteran status, or any other federal, state, or local protected class.