Executive Assistant

Job Description

Job Description

Legal Administrative Assistant

M to F: 8:30 am to 5:00 pm

Location: North Hills/Pittsburgh Area
Employment Type: Full-Time

Compensation: $20+ per hour, depending on experience

Role Overview:
We are seeking a professional, detail-oriented Legal Administrative Assistant to serve as the first point of contact for our established law firm. This role is a blend of traditional reception, office coordination, and legal billing support. The ideal candidate is a proactive multitasker who thrives in a professional environment and can manage administrative workflows with high accuracy.

Key Responsibilities:

• Client Experience & Reception: Provide a warm and professional welcome to all guests; manage check-in procedures, offer beverages, and coordinate conference room usage.
• Communication Management: Serve as the primary point of contact for the main office phone line. Direct calls, take detailed messages, and maintain up-to-date office contact lists and phone systems.
• Calendar & Scheduling: Proactively manage the office-wide calendar and the specific schedule of the Lead Attorney to ensure seamless meeting coordination.
• Billing & Financial Support: Manage the end-to-end billing cycle, including entering attorney time and expenses into industry-specific software. Generate monthly client invoices and collaborate with attorneys to ensure billing accuracy and resolve discrepancies.
• Records & Data Management: Organize and maintain a meticulous system for client files. Manage both physical and digital storage (onsite and offsite) using specialized legal software.
• Office Logistics: Oversee incoming and outgoing mail/packages, including occasional trips to the post office. Monitor office supply inventory and handle reordering to ensure the firm remains fully operational.

.

Qualifications:

• Proven experience in an administrative or receptionist role (legal environment preferred).
• Strong proficiency in office software and the ability to quickly learn industry-specific billing and file management systems.
• Excellent verbal and written communication skills with a focus on professional etiquette.
• Exceptional organizational skills and the ability to handle sensitive, confidential information.

Requirements:

• Ability to perform light physical tasks, such as sorting mail and lifting office supply boxes.
• Reliable transportation for daily office tasks and post office runs.

We are an EOE.