Legal Practice Assistant Supervisor

Buchanan Ingersoll & Rooney PC; Pittsburgh (Allegheny County); Hybrid; USD 85,000 - 110,000; Full time

Benefits offered by this job

Hybrid work schedules

Generous Paid Time Off

Paid Holidays including floating day

WorkWell wellness program

Gym access

Caregiving assistance with BrightHoriz

Emergency assistance fund access

LinkedIn Learning access

Medical, Dental, Vision insurance

401K program

Retirement Savings Program

Job summary

Buchanan Ingersoll & Rooney PC in Pittsburgh seeks an experienced Practice Assistant Supervisor to oversee the practice assistant workforce, ensuring efficient operations and high quality support for attorneys.

The role requires seven-plus years in a legal support role with attorneys, supervisory experience, strong communication, and proficiency with legal technology; a hybrid work schedule is offered.

Qualifications

• Bachelor’s degree or equivalent work experience.
• 7+ years in a legal support role with attorneys.
• 2+ years supervisory experience is a plus.
• Excellent written and verbal communication skills.
• Expert use of legal technology for support functions.
• Strong project management and multitasking abilities.
• Ability to maintain confidentiality and handle sensitive information.

Responsibilities

• Lead and mentor Practice Assistant staff to promote high performance.
• Manage workflows with Administrative Section Coordinators.
• Train Practice Assistants across the firm.
• Monitor productivity metrics and reassign workflows.
• Identify process gaps and drive improvements.
• Stay updated with new technology and AI; provide training.
• Conduct annual performance reviews with the Director of Administration.
• Assist with recruiting, onboarding, and integration of new staff.
• Review weekly timecards, PTO, and overtime.
• Address performance and employee-relations matters.

Skills

Staff development

Workflow management

Supervisory experience

Training

Project management

Communication skills

Confidentiality

HR knowledge

Analytical skills

Education

Bachelor’s degree or equivalent

Tools

Legal technology proficiency (timekeeping, records management, docketing)

Job description

Buchanan Ingersoll & Rooney is a national law firm with a proven reputation for providing progressive, industry-leading legal, business, regulatory and government relations advice to our regional, national and international clients.

We are currently searching for an experienced Practice Assistant Supervisor in our Pittsburgh office. The Practice Assistant Supervisor will be responsible for the daily oversight of the assigned practice assistant workforce, ensuring the efficient operation of legal support functions, and maintaining the highest quality work standards. This position requires a strong background in legal operations or senior legal support, with a focus on staff development, workflow management, and process improvement.

Experience as a practice assistant (legal secretary, legal administrative assistant, etc.) is a must.

The Firm is currently on a hybrid work schedule.

Essential Duties And Responsibilities

• Lead, mentor, and oversee Practice Assistant staff to promote growth, success, and high performance.
• Collaborate with Administrative Section Coordinators to manage and assign workflows to ensure timely and accurate completion of legal support tasks.
• Work with Administrative Section Coordinators and other staff to ensure the assignment and completion of tasks in the Practice Support Center.
• Serve as a training lead for Practice Assistants across the firm.
• Monitor and analyze productivity metrics; reassign workflows as necessary to optimize efficiency.
• Identify process gaps and implement improvements to streamline operations and enhance quality.
• Stay current with new technology, including artificial intelligence, procedures, and best practices; provide training and ongoing support to direct reports.
• Partner with the Director of Administration to conduct annual performance reviews and address employee development needs.
• Evaluate staffing requirements including additional hires and PTO or medical leave coverage. Make recommendations regarding Practice Assistant staff assignments to the Director of Administration.
• Assist with recruiting, onboarding, and integrating new Practice Assistants.
• Work with Director of Administration and Director of Human Resources to address performance, employee relations, and other personnel matters.
• Participate in or lead firm-wide initiatives or projects that impact the legal support function.
• Review and approve weekly timecards, including PTO and overtime.
• Other duties as assigned.

Required Education/Experience

• Bachelor’s degree or equivalent work experience.
• Seven (7+) or more years of experience in a legal support role working directly with attorneys.
• Two (2+) years of experience in a supervisory role is a plus.
• Knowledge of Human Resources practices and procedures is a plus.
• Excellent written and verbal communication skills.
• Expert user of various legal technology used for legal support functions (timekeeping, records management, client matter, expense reporting, docketing, etc.).
• Strong project management, organizational, and multitasking skills, effectively managing multiple priorities and deadlines.
• Ability to define issues, collect data, establish facts, and draw valid conclusions.
• Ability to identify staffing or workflow issues and quickly solve problems.
• Ability to maintain confidentiality and handle sensitive information.

Why should you work at Buchanan?

Our Firm Offers Outstanding Benefits That Include

• Hybrid work schedules
• Generous Paid Time Off
• Paid Holidays, including a floating holiday
• WorkWell wellness program
• Free use of building gym
• Caregiving assistance with Bright Horizons (child, elder, and pet care!)
• Access to our Firm-wide emergency assistance fund
• Free full access to LinkedIn Learning
• Insurance – Medical, Dental, Vision
• 401K Program
• Retirement Savings Program

We are an Equal Opportunity Employer.