Thompson & Horton LLP seeks a full-time Administrative Assistant located in Houston to join our team. This position is responsible for providing administrative, marketing, business development, event coordination, and operational support to attorneys and staff across the firm's offices. The ideal candidate will possess excellent communication and organizational skills, demonstrate strong attention to detail, and have the ability to manage multiple projects and deadlines in a fast-paced professional environment.

JOB DUTIES

Executive Support

• Provide administrative support to assigned firm leadership, including:
  • Assisting with parking validation and expense reconciliations.
  • Performing additional administrative support functions as assigned.

Human Resources and Employee Onboarding

• Prepare, assemble, and distribute onboarding orientation materials.
• Maintain onboarding checklists and track completion of new hire requirements.
• Conduct onboarding follow-up with new employees and supervisors.
• Maintain and update onboarding forms, documents, and related materials.

Marketing and Business Development Support

• Provide administrative support for marketing and business development initiatives.
• Maintain and update marketing materials, databases, and electronic files.
• Update attorney speaking engagements and presentations within firm databases and SharePoint.
• Prepare and maintain annual client development budget tracking reports.
• Assist with the preparation and distribution of annual Continuing Legal Education (CLE) reporting forms.

Conference and Travel Coordination

• Research conferences, educational programs, and sponsorship opportunities.
• Coordinate conference registrations, hotel accommodations, and travel arrangements for attorneys and staff.
• Arrange client dinners, receptions, and networking events held in conjunction with conferences and firm events.
• Maintain conference calendars, attendee information, and supporting documentation.

Sponsorship and Client Development Administration

• Coordinate sponsorship opportunities by:
  • Obtaining appropriate approvals.
  • Securing sponsorship commitments.
  • Processing invoices and payment requests.
  • Maintaining sponsorship records and supporting documentation.
  • Updating client development and marketing tracking reports.
  • Coordinating attendee information and event logistics.
  • Maintaining sponsorship calendars and deadlines.

Event Planning and Hospitality

• Coordinate firm receptions, client events, and social gatherings.
• Attend events as needed to assist with guest registration and check-in.
• Arrive in advance of events to ensure proper venue set-up and event readiness.
• Coordinate vendors, catering, and event logistics.

Systems, Technology, and Administrative Support

• Manage user accounts and registrations for legal research platforms and subscription services, including Westlaw.
• Assist with answering and routing incoming telephone calls as needed.
• Create, maintain, and update firm and management calendars.
• Maintain firm holiday schedules, employee birthday calendars, conference schedules, sponsorship dates, and other firm-wide events.
• Monitor and maintain firm promotional item and branded merchandise inventories.
• Coordinate the ordering and distribution of promotional materials and firm merchandise.
• Prepare and distribute weekly management and firm calendar updates.

Office Hospitality and Employee Engagement

• Coordinate employee birthday celebrations for the Houston office, including ordering desserts or treats, arranging set-up, and sending event reminders.
• Coordinate monthly staff lunches, including collecting attendance responses, placing orders, arranging set-up, and communicating event reminders.
• Coordinate additional office lunches, refreshments, and employee appreciation events as needed.

REQUIREMENTS

• Working knowledge of: Word, Outlook, Excel, PowerPoint, Adobe.
• Excellent verbal, written, and interpersonal communication skills.
• Ability to multitask and prioritize tasks effectively.

BENEFITS

• Medical Insurance
• Dental Insurance
• Disability Insurance
• Life/AD&D Insurance
• Long-Term Care Insurance
• 401(k)
• Paid Time Off
• Paid Parking