Legal Secretary — Armbrust & Brown, PLLC

Location: Austin, TX 78701 (In-Office) Job Type: Full-Time | Monday–Friday, occasional weekends as needed

About the Role

Armbrust & Brown, PLLC, a well-established Austin law firm handling litigation, real estate, and governmental law matters, is seeking an experienced Legal Secretary to support our Real Estate and Municipal Utility District (MUD) attorney teams. This position delivers excellent work and superior service to the Firm's attorneys and clients through highly efficient, effective, and professional support in a fast-paced legal environment.

What You'll Do

• Provide high-quality secretarial and administrative support to attorneys on the Real Estate and MUD teams
• Make travel arrangements; answer phones; manage incoming and outgoing mail; coordinate courier and overnight deliveries
• Maintain attorney calendars and contact lists; establish and maintain deadline reminder systems; schedule appointments; reserve conference rooms; organize and coordinate meetings
• Prepare, revise, proofread, and finalize correspondence, forms, and legal documents; draft routine documents; transcribe attorney dictation
• Correspond with title companies; use BEC calendars to track closings as needed
• Use DeedPro to review field notes and surveys for errors
• Assist with contract reviews and closing processes; prepare closing binders, documents, and portfolios
• Use Microsoft Office, Litera Compare, Foxit, NetDocs, and other software to prepare, revise, format, and finalize complex practice-specific documents; ensure accuracy and correct formatting
• Open, maintain, and organize client and matter files; maintain secure filing systems and track file custody
• Conduct periodic file reviews; prepare files for off-site storage; maintain accurate indexing of closed files
• Maintain good public relations with clients
• Review and organize legal documents; maintain document-management systems, including BEC and MatterLink
• Support MUD paralegals by updating calendars, sending reminders, drafting and revising minutes, and e-recording documents
• Coordinate MUD board meetings; send quorum emails; draft, revise, and finalize board minutes; track attendance and ensure quorum requirements are met
• Enter, proofread, and edit attorney time entries in Orion and on proforma bills; communicate with clients as needed to support billing efforts
• Prepare time-entry summaries; proof billing sheets
• E-file documents with county offices; retrieve documents from various courts and government databases
• Assist other secretaries as needed; organize and prioritize workload to support Firm and client goals; foster cooperative, professional working relationships
• Support colleagues during absences or high-volume periods and assist with overflow tasks
• Uphold confidentiality and professionalism in all interactions and document handling, including matters involving the attorney-client relationship
• Work occasional overtime as required and comply with all Firm policies