Administrative Assistant – Legal Department

Pay Rate: $30/hr
Location: Pittsburgh, Pa
Assignment Length: 1-year W2 Contract

Position Summary

The Administrative Assistant provides entry-level administrative and operational support to the Legal Department. This role helps maintain accurate records, coordinate routine office processes, support invoice and payment activities, and administer departmental systems and resources. The successful candidate will be organized, dependable, service-oriented, and comfortable learning new tools and procedures while handling confidential information with discretion.

Key Responsibilities

• Use internal systems to search for invoices and payment status and provide routine follow-up information.
• Place and track departmental orders and purchases through internal systems in accordance with established procedures.
• Support administrative activities in Ascent Matter Management, including accurate data entry, record updates, and routine reporting.
• Coordinate day-to-day department operations, including office organization, file maintenance, printer ink and supply replenishment, and tracking of IT equipment.
• Create, update, and maintain departmental distribution lists.
• Perform authorized tenant-administration tasks in Cove, including routine access and account maintenance.
• Maintain the Legal Department organizational chart and promptly process approved updates.
• Receive, sort, distribute, and route incoming and outgoing mail and deliveries.
• Prepare and route non-purchase-order payment requests for Legal and Treasury, ensuring required information and approvals are included.
• Convert, combine, organize, and format PDF documents and perform basic quality checks.
• Prepare and send supplier set up communications and follow up on missing information.

General Administrative Support

• Maintain orderly electronic and physical files in accordance with department practices.
• Prepare, proofread, and format routine correspondence, reports, and other business documents.
• Respond to routine requests, direct inquiries to the appropriate team member, and provide courteous service to internal and external contacts.
• Track assigned requests and deadlines, communicate status, and escalate questions or issues when appropriate.
• Support departmental projects and other administrative needs, as assigned.
• Follow applicable company policies, approval requirements, records practices, and confidentiality standards.

Minimum Qualifications

• Recent college graduate.
• Up to two years of administrative, office, customer service, internship, or related experience; equivalent education or transferable experience will be considered.
• Basic proficiency with Microsoft Outlook, Word, Excel, and PowerPoint.
• Ability to learn enterprise systems, purchasing and payment processes, matter-management tools, and document-management procedures.
• Strong written and verbal communication skills.
• Ability to organize work, manage multiple routine priorities, meet deadlines, and maintain accurate records.
• Demonstrated discretion when handling confidential or sensitive information.

• Administrative experience in a corporate, legal, finance, procurement, or professional-services environment.
• Experience with invoice research, purchasing, supplier setup, payment processing, PDF tools, records management, or similar office systems.
• Familiarity with collaboration platforms and shared file repositories.

Core Competencies

• Attention to detail and accuracy
• Organization and follow-through
• Professional communication and customer service
• Integrity, discretion, and sound judgment
• Collaboration and willingness to learn
• Initiative and practical problem solving