Practice Assistant

K&L Gates LLP; Pittsburgh (Allegheny County); Hybrid; USD 64,000 - 95,000; Full time

Benefits offered by this job

Medical/Prescription Drug Coverage

401(k) Retirement Plan

Paid Time Off

Relocation assistance

Wellness programs

Job summary

K&L Gates LLP is seeking a detail‑oriented Practice Assistant for our Pittsburgh office. The role involves supporting multiple lawyers with legal documents, filings, invoices, and travel coordination, while maintaining confidentiality and a strong client service focus.

The position is hybrid in Pittsburgh, requiring independent work and collaboration with timekeepers and staff. Prior law firm experience and proficiency with MS Office, iManage, and billing systems are valued assets.

Qualifications

• Excellent client service skills.
• Positive attitude and team synergy.
• Developing and maintaining effective relationships with internal and external clients.
• Using sound judgment and problem resolution to achieve positive business results.
• Strong communication, grammar, and coordination across teams.

Responsibilities

• Creating, editing, and proofreading correspondence and practice area‑specific legal documents, generating document comparison reports, and binding.
• Creating and editing charts and spreadsheets with basic formulas.
• Creating and editing PowerPoint presentations.
• Preparing and coordinating court and other legal filings (physical and ECF).
• Assisting with new business intake processes (conflict checks, file opening requests, engagement letters).
• Maintaining organized electronic and physical file systems.
• Coordinating daily time recording for timekeepers.
• Preparing monthly client invoices and coordinating with reviewers.
• Drafting alternative fee arrangements and submitting expense reports.
• Coding and submitting vendor invoices for payment.
• Providing research support using firm resources.
• Assisting with training and orientation for staff.

Skills

Client service

Teamwork

Time management

Attention to detail

Discretion

Tools

Microsoft Office Suite

iManage

Concur

Basware

Intapp Time

Forte

Litera

Adobe Acrobat Pro

Job description

At K&L Gates, we are looking for smart, imaginative and hard‑working people with diverse backgrounds, experiences and ideas to join us. Perhaps our search for talented visionaries and your search for important and impactful work lead to the same place.

The global law firm of K&L Gates is seeking a Practice Assistant to join our Pittsburgh office.

Practice Assistants work directly with multiple lawyers and other timekeepers to provide support and complete daily administrative tasks. Those in this role possess practice area‑specific job knowledge and focus on support with the goals of accuracy, attention to detail, meeting deadlines, and task completion. They demonstrate organizational skills, the ability to prioritize, utilize excellent judgment in decision‑making, and communicate effectively verbally and in written form.

Practice Assistants must be able to work independently and within a team, maintain a positive attitude, and treat others with respect. Confidentiality with Firm and client matters must be observed at all times, and adherence to all Firm policies and procedures is required.

This position is hybrid, in our Pittsburgh office.

KEY RELATIONSHIPS

Timekeepers, clients, managers, practice assistants, other senior practice assistants, practice specialists, as well as local and Firmwide Shared Support Services team members.

ESSENTIAL DUTIES

• Creating, editing, and proofreading correspondence and practice area‑specific legal documents, generating document comparison reports, document and binder assembly, mailings
• Creating and editing charts and spreadsheets containing basic formulas
• Creating and editing PowerPoint presentations
• Preparing and coordinating court and other legal filings (physical and ECF)
• Assisting with new business intake process (submitting conflict checks, drafting file opening requests, drafting engagement letters)
• Maintaining an organized system for electronic files, including scanning files and running critical checks to ensure files and records are saved properly to the Firm’s document management system
• Maintaining an organized system for physical files including intake, retention, retrieval, and transfer of records
• Coordinating, entering, and editing daily time recording for timekeepers
• Preparing monthly client invoices (including reviewing bill narratives, making non‑substantive edits, attention to pertinent details such as billing rates, client billing requirements, applicable discounts, etc., forwarding to and following‑up with reviewers, submission, status tracking, and transmittal to clients)
• Drafting alternative fee arrangements
• Preparing and submitting expense reimbursement reports
• Coding and submitting vendor invoices for payment
• Utilizing Firm resources, such as internal library, Internet, etc. to perform research
• Providing administrative support such as Continuing Legal Education tracking, attorney licensing renewals, etc.
• Coordinating arrangements, logistics and obtaining required approvals for domestic and international travel utilizing the Firm’s travel provider
• Answering and placing telephone calls, maintaining timekeeper calendars and client contact lists, scheduling meetings and coordinating logistics
• Assisting with training and providing orientation for new and/or less experienced staff members
• Assisting other Practice Assistants and Senior Practice Assistants with overflow work, providing back‑up legal and/or reception support, providing support at client services functions and events
• Providing occasional marketing and business development support
• Performing other relevant administrative duties as directed by manager, lawyers, practice area leaders, coordinators or department heads to assist with practice development initiatives and project work

EXPERIENCE & SKILLS REQUIRED

• Excellent client service skills
• Positive attitude and team synergy
• Developing and maintaining effective relationships with internal and external clients
• Using sound judgment and demonstrating flexibility in decision‑making and problem resolution to achieve positive business results
• Communicating effectively (oral and written), with a concentration on spelling and grammar, including being able to listen, remind, suggest, offer assistance to colleagues and lawyers and to share information clearly and professionally and coordinate across teams and departments to improve and achieve business results (Billing, Accounting, Marketing, New Business Intake, Records, IT, Global Support Teams)
• Ability to organize, prioritize, multi‑task, meet deadlines, and exhibit attention to detail
• Capability of understanding and following specific, detailed instructions in oral and written form
• Maintaining confidentiality when performing complex legal administrative tasks that may be highly sensitive and require diplomacy and discretion
• Taking advantage of professional development opportunities and training to maintain up-to-date knowledge and increase functional expertise
• Maintaining an organized, secure work station and filing area
• Previous experience in a similar role within a medium to large law or professional services Firm working for multiple timekeepers a plus

ADDITIONAL ABILITIES REQUIRED

• Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Document management system such as iManage
• Document template and processing systems such as Forte, Litera Compare
• Expense reimbursement and vendor invoice payment systems such as Concur, Basware
• Billing applications such as Intapp Time, Paperless Proforma, Elite Enterprise, 3E
• File Management Systems such as FileTrail
• Portable Document Format files (PDF) editor software such as Adobe Acrobat Pro
• Other business process applications such as Metastorm, DocuSign, eFax, PS Ship
• Typing speed of 65 words per minute or above
• Occasional overtime work is required according to practice or business needs.
• This position operates in an office setting and is largely sedentary. It requires routine use of a computer and other standard office equipment. The ability to open file cabinets, lift files, bend, and stand on a stool may also be required.

Compensation Salary $64,000 - $95,000 / year

The compensation salary for this position will be determined during the interview process and will vary based on multiple factors, including but not limited to prior experience, relevant expertise, current business needs, and market factors.

ABOUT THE FIRM

K&L Gates is a fully integrated global law firm with lawyers located in more than 40 offices. We have experienced dramatic growth in the past decade and now rank among the largest U.S. based law firms in the world. We take pride in constantly striving for innovation, imagination and an entrepreneurial spirit. We come up with big ideas and then roll up our sleeves to get the job done, guiding our clients through their most complex issues in a variety of industry sectors and across multiple regions of the world.

The industry recognition the firm has garnered emanates from the foundation of a global community aligned on behalf of our clients. The people at K&L Gates are committed to working together to create a legacy for each other, the firm, our clients, and the communities in which we serve. We thrive in an inclusive and socially conscious environment that embraces diversity and takes a holistic approach to the career evolution of all our professionals.

BENEFITS

• Medical/Prescription Drug Coverage (including a Health Savings Account feature)
• Back‑up Child/Elder Care and access to a caregiving concierge
• Wellness Program
• Vision Insurance
• 401(k) Retirement Plan and Profit Sharing
• Business Travel Accident Insurance
• Short- and Long‑term Disability Protection
• Pet Insurance
• Life Insurance (including Basic, Supplemental, Spouse, Child, and Accidental Death and Dismemberment)
• Health Advocacy Services
• Paid Time Off (20 days/year through first 4 years of employment; 25 days/year after 5 years of employment)
• Identity Protection/Restoration and Fraud Insurance
• Parental Leave (18 weeks of which 12 are paid; short-term disability may provide additional paid time off)
• Student loan refinancing options and access to a student loan concierge service
• Paid Holidays (12)
• Addiction Resources
• Family Building Benefits
• Breast Milk Delivery and Lactation Support Services
• Flexible Spending Accounts
• Employees also may be eligible to receive bonuses and certain expense reimbursements
• Employee Assistance Program
• Professional Development and CLE Credit Opportunities
• 529 Deductions
• Relocation
• Employee Referral Program
• Critical Illness Insurance
• Hospital Indemnity Insurance
• Perks including: Technology, Entertainment, and Travel Discount Programs
• All other benefits (such as leaves of absence) required by law

EQUAL EMPLOYMENT OPPORTUNITY

The Firm is an equal opportunity employer. It is the policy of the Firm that employment decisions shall be based on merit, qualifications and competence. Employment practices will not be influenced or affected by virtue of a person’s race (including traits associated with race, including hair texture and protective hairstyles such as afros, braids, locks, and twists), religion, creed, color, national origin, ancestry, citizenship, physical disability, mental disability, medical condition, genetic information, marital status, sex, pregnancy, childbirth, breastfeeding, gender, parental status, gender identity, gender expression, sexual orientation, age, familial status, domestic violence victim status, military and veteran status, or any other characteristic protected by applicable federal, state, or local law. This policy governs all aspects of employment including, without limitation, recruiting, hiring, compensation, benefits, promotion, assignment, and dismissal. In addition, it is the Firm’s policy to provide an environment that is free of prohibited harassment of any kind including, without limitation, that which is based on sex, race, age, disability, ethnic background, or any other category protected by law (including the categories listed above). The Firm complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If you require reasonable accommodation in completing this application, interviewing, or otherwise participating in the employee selection process, please contact [e-mail] .

Notice: We participate in E-Verify in certain Firm locations for purposes of verifying employment eligibility.

Please be advised that this position requires successful completion of a background check. In accordance with the Washington State Fair Chance Act, Los Angeles Fair Chance Ordinance, San Francisco Fair Chance Ordinance, the California Fair Chance Act, and applicable law qualified California and Washington State applicants with criminal history records will be considered. A criminal history will not categorically exclude a candidate from employment, and the Firm will consider relevant factors before making employment decisions based on criminal history information.

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.