Practice Administrative Assistant

McGuireWoods LLP; Pittsburgh (Allegheny County); Hybrid; USD 52,000 - 68,000; Full time

Job summary

McGuireWoods LLP in Pittsburgh, PA seeks a Practice Administrative Assistant to support the office’s eight Practice Assistants and assist attorneys, paralegals, and staff with a broad range of administrative tasks.

The ideal candidate will have strong organizational skills, take initiative, and bring administrative experience, preferably in a legal environment. The role offers hybrid remote options and opportunities to work with innovative AI tools.

Qualifications

• Two or more years of office administrative experience, legal experience preferred.
• Proficiency with Microsoft Office and Adobe Acrobat; quick to learn new tools.
• Experience with document management systems (iManage) preferred.
• Experience with time entry (InTapp) and expense software (ChromeRiver) preferred.
• Strong organizational, time management, multitasking, and teamwork.

Responsibilities

• Perform day-to-day administrative tasks to support the Practice Assistant team.
• Prepare materials for overnight/mail service, deliveries, and courthouse filings.
• Process payment of case-related invoices and attorney expense reports via Chrome River.
• Enter attorneys’ time into the firm's time management system as requested.
• Coordinate and calendar internal and/or external meetings for attorneys using Microsoft Outlook.
• Prepare, edit, format, and manage documents using Microsoft Word and Adobe Acrobat.
• Compile, organize, and maintain physical and digital case files in accordance with firm standards.
• Perform other administrative tasks and special projects as assigned.

Skills

Office administration

Legal administrative experience

Microsoft Office Suite

Adobe Acrobat

InTapp time entry

Tools

iManage

ChromeRiver

InTapp

Outlook

Job description

Overview

McGuireWoods LLP has an opening for a Practice Administrative Assistant in our Pittsburgh, PA office. This position serves as a shared administrative resource, providing direct support to the office's eight Practice Assistants while also assisting attorneys, paralegals, and the broader office with a wide range of administrative tasks. The ideal candidate takes initiative, demonstrates strong organizational skills, and has a learning attitude. Administrative experience, specifically in a legal environment, is preferred.

McGuireWoods, one of the world’s leading law firms, has provided legal solutions to corporate, individual and nonprofit clients since 1834. Along with excellent benefits, McGuireWoods offers most employees a hybrid remote option allowing flexibility and work-life balance. Our Applicant Disclosures describe your rights. Our Privacy Statement describes how we will process and safeguard your personal data.

Responsibilities

• Perform day-to-day administrative and organizational tasks to support the smooth functioning of the Practice Assistant team.
• Prepare materials for overnight/mail service, deliveries, and courthouse filings.
• Arrange for payment of case-related invoices and attorney expense reports via Chrome River.
• Enter attorneys’ time into the firm’s time management system as requested.
• Coordinate and calendar internal and/or external meetings for attorneys using Microsoft Outlook.
• Prepare, edit, format, and manage documents using Microsoft Word and Adobe Acrobat.
• Compile, organize, and maintain physical and digital case files in accordance with firm standards.
• Perform other administrative tasks and special projects as assigned.

Qualifications

• Two or more years of office administrative experience; legal administrative experience preferred.
• Proficiency in Microsoft Office Suite and Adobe Acrobat applications; aptitude for learning new technologies preferred.
• Experience using document management systems (iManage) preferred.
• Experience using time entry software (InTapp) and expense reimbursement software (ChromeRiver) preferred.
• Demonstrated adaptability and flexibility, with the ability to shift priorities and support a variety of administrative needs.
• Strong organizational, time management, and multitasking skills; ability to work independently, manage competing priorities, and perform effectively under pressure.
• Strong attention to detail, proofreading skills, and interpersonal skills; ability to build relationships and collaborate effectively as part of a team.
• Interest in using innovative AI technology, including Harvey and Copilot, to support efficient high-impact work.