Legal Administrative Assistant (Pittsburgh)

Job Summary

The Legal Administrative Assistant provides high-level administrative and office support to attorneys and legal staff. This position is responsible for calendar coordination, document preparation, file maintenance, client communication, billing support, and general office administration. The ideal candidate is highly organized, professional, detail-oriented, and comfortable managing multiple priorities in a deadline-driven legal environment.

Key Responsibilities

• Manage attorney calendars, meetings, appointments, court dates, and internal deadlines.
• Prepare, format, proofread, and finalize correspondence, letters, memoranda, and routine legal documents.
• Maintain organized electronic and physical client files, records, and confidential documentation.
• Open new matters, update contact information, organize incoming documents, and maintain filing systems.
• Answer, screen, and route phone calls; communicate professionally with clients, vendors, court personnel, and other contacts.
• Coordinate meetings, conference calls, travel arrangements, and attorney schedules.
• Assist with time entry, expense reports, billing support, invoice processing, and other administrative reporting.
• Scan, copy, print, assemble, mail, and distribute documents and correspondence.
• Coordinate document signatures, delivery, mailings, and routine filing submissions as directed.
• Support reception, office operations, supply coordination, and general administrative needs as needed.
• Handle confidential client and firm information with discretion and professionalism.

Minimum Education & Experience

• High school diploma or equivalent required; associate degree or administrative/legal office training preferred.
• 3+ years of administrative assistant, executive assistant, legal secretary, legal administrative assistant, or office coordinator experience.
• Law firm or professional services experience strongly preferred.
• Prior paralegal experience is not required.

Knowledge, Skills, and Abilities

• Strong Microsoft Office skills, particularly Outlook, Word, Excel, and PowerPoint.
• Excellent calendar management, scheduling, organization, and prioritization skills.
• Strong proofreading, formatting, and document-preparation abilities.
• Professional written and verbal communication skills.
• Ability to support multiple attorneys or leaders while managing competing priorities.
• High level of discretion when handling confidential information.
• Familiarity with document management, billing, or case management systems is preferred.
• Dependable, polished, detail-oriented, and comfortable in an in-person professional office setting.