Legal Administrative Assistant

Confidential Careers; Pittsburgh (Allegheny County); On-site; USD 50,000 - 70,000; Full time

Job summary

Confidential Careers in Pittsburgh, PA seeks a Legal Administrative Assistant to provide high-level support to attorneys and legal staff. You will coordinate calendars, prepare documents, maintain files, and assist with billing in a deadline-driven firm.

Ideal candidate is highly organized, detail-focused, and professional, with 3+ years in legal admin roles. Knowledge of document management and billing systems is preferred; paralegal experience not required.

Qualifications

• High school diploma or equivalent; associate degree 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.

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.

Skills

Calendar management

Proofreading

Communication skills

Discretion

Office coordination

Education

High school diploma or equivalent

Associate degree or administrative/legal office training

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Document management systems

Job description

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.
• 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.