Legal Administrative Specialist: Calendar & Docs Master

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

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.