Executive Assistant (5+ yrs.) - Pittsburgh

Permanent Placements LLC

Pittsburgh (Allegheny County)

Hybrid

USD 52,000 - 76,000

Full time

3 days ago

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Benefits offered by this job

Medical, dental & vision insurance

Retirement savings programs

Paid time off

Professional development

Training and career advancement

Wellness programs

Incentives where applicable

Job summary

Permanent Placements LLC is seeking an Executive Assistant for its Pittsburgh office to act as a strategic partner to attorneys, delivering high-level administrative support in a hybrid, fast-paced environment.

The role requires strong legal workflow knowledge, exceptional organizational and communication skills, and the ability to manage multiple priorities, calendars, travel, and billing while maintaining discretion.

Qualifications

Minimum of 5 years in an administrative role supporting senior professionals.
Experience supporting attorneys, executives, or upper-level leadership.
Strong understanding of law firm procedures, legal terminology, and documentation.
Excellent project management and organizational skills.
Discretion in handling confidential information with professionalism.
Strong client service orientation and professional presence.

Responsibilities

Serve as an executive-level partner supporting attorneys in their practice management.
Coordinate attorney projects with deadlines, milestones, and deliverables.
Act as liaison between attorneys, clients, internal departments, and external contacts.
Draft, proofread, and finalize legal documents, correspondence, and presentations.
Manage attorney calendars, travel arrangements, and billing processes.
Maintain and organize document management systems and records.
Coordinate internal and external meetings, logistics, and agendas.

Skills

Executive support

Project management

Communication

Discretion

Client service

Education

High School Diploma or GED

Bachelor's degree in Business Administration or Legal Studies

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Zoom

Microsoft Teams

Document management systems

Case management software

Timekeeping and billing platforms

Research tools and legal technology solutions

Job description

Position Overview

Our client, a leading global law firm, is seeking an Executive Assistant to join its Pittsburgh office. This hybrid position offers the opportunity to serve as a strategic business partner to attorneys, providing high-level executive and administrative support that enables attorneys to effectively manage and grow their practices.
The ideal candidate will bring a combination of strong administrative expertise, legal industry knowledge, exceptional organizational skills, and the ability to manage multiple priorities in a fast-paced professional environment.

Key Responsibilities

Serve as a trusted executive-level partner supporting attorneys in the management of their practices.
Coordinate and manage attorney projects, ensuring deadlines, milestones, and deliverables are met.
Act as a liaison between attorneys, clients, internal departments, and external contacts.
Exercise sound judgment when communicating and responding on behalf of attorneys.
Develop and maintain strong working relationships across legal and administrative teams.
Delegate and coordinate assignments with support staff to ensure timely completion of projects.
Monitor project progress and communicate updates to attorneys and relevant stakeholders.
Draft, proofread, edit, and finalize legal documents, correspondence, presentations, and other work product.
Review completed work to ensure accuracy, consistency, and quality.
Maintain and organize electronic and physical document management systems.
Conduct research and compile information for attorney, client, and practice group needs.
Coordinate all aspects of internal and external meetings, including scheduling, logistics, agendas, and presentation materials.
Prepare meeting materials and ensure all participants are supported throughout the process.
Manage attorney billing processes, including pre-bill review, approvals, client billing coordination, and follow-up.
Oversee complex attorney calendars, resolve scheduling conflicts, and manage competing priorities.
Coordinate domestic and international travel arrangements and itineraries.
Ensure time entries and expense reports are submitted accurately and on a timely basis.
Assist with mentoring and supporting legal support staff assigned to attorney teams.

Qualifications

High School Diploma or GED required.
Bachelor's degree in Business Administration, Legal Studies, or a related field preferred.
Minimum of 5 years of experience in an administrative role within a legal or corporate environment supporting senior‑level professionals.
Demonstrated experience supporting attorneys, executives, or other upper‑level leadership.
Strong understanding of law firm procedures, legal terminology, and legal documentation.
Excellent project management and organizational skills.
Exceptional written and verbal communication abilities.
Proven ability to exercise discretion when handling confidential and sensitive information.
Strong client service orientation and professional presence.
Ability to prioritize competing deadlines and manage multiple responsibilities simultaneously.
Experience coordinating complex meetings, travel arrangements, and executive‑level scheduling.
Strong leadership and collaboration skills.

Technology Skills

Candidates should demonstrate advanced proficiency with: