Administrative Assistant

Proxy Legal Staffing & Search Group has partnered with a growing law firm to find an administrative assistant!

Job Details:

Direct Hire Position
Hybrid Schedule

Key Responsibilities:

• Prepare, proofread, edit, and format correspondence, reports, and other documents under strict deadlines

• Manage complex scheduling and calendars for multiple professionals using Microsoft Outlook

• Coordinate meetings with clients and government or legislative offices

• Track, organize, and enter expense data and activity logs for reporting purposes

• Prepare and submit compliance and disclosure filings through online systems

• Ensure accuracy and compliance with applicable regulations

• Coordinate frequent travel arrangements for multiple professionals

• Assist with client onboarding, including conflict checks and engagement documentation

• Support event and conference coordination, including logistics and materials

• Prepare expense reports and assist with billing and invoice review

• Maintain electronic and paper files in accordance with retention policies

• Collaborate with other administrative professionals while working independently as needed

Qualifications:

• 3+ years of experience as a legal administrative assistant, executive assistant, or similar role

• Experience supporting attorneys, government relations, or compliance-focused professionals preferred

• Strong attention to detail and ability to manage multiple deadlines

• Proficiency in Microsoft Word, Outlook, and Excel

• Comfortable with online filing systems and data entry

• Excellent communication and organizational skills

• Professional, proactive, and team-oriented approach

Proxy Legal Staffing & Search Group is partnering with a growing Pittsburgh-area practice to identify an experienced Corporate Attorney. This role offers hands-on work with business clients and estate planning matters in a collaborative, fast-paced environment.

Key Responsibilities

• Draft, review, and file documents related to business transactions.

• Assist clients with contract negotiations and general transactional matters.

• Prepare estate planning documents (Wills, Trusts, POAs, Health Care Directives).

• Conduct legal research and review work prepared by internal team members.

• Communicate professionally with clients and opposing counsel.

• Support business development and contribute to a positive team environment.

Requirements

• 2+ years of transactional experience.

• Strong research, writing, and communication skills.

• Proficiency with Microsoft Office and legal research tools.

• Ability to work independently and collaboratively.

• Active PA law license.

Proxy Legal Staffing & Search Group has partnered with a growing law firm to find an experienced legal assistant in Pittsburgh! This is a hybrid opportunity!! (3 days in the office, 2 days at home)

Key Responsibilities

• Prepare and proofread legal documents, including pleadings and motions.
• Manage case files, track deadlines, and ensure compliance with court rules.
• E-file documents in state and federal courts.
• Schedule depositions, hearings, and client meetings.
• Communicate with clients, courts, and opposing counsel.
• Assist with trial preparation, including organizing exhibits and trial binders.
• Other administrative duties as needed.

Qualifications

• 5+  years of litigation legal assistant experience in a law firm is required
• Strong knowledge of litigation procedures, court rules, and e-filing.
• Proficiency in Microsoft Office and legal case management software.
• Excellent organizational, communication, and multitasking skills.
• Ability to work independently and meet strict deadlines.

Proxy Legal Staffing & Search Group has partnered with a firm in the Oakmont/Verona area to find a paralegal! Prior experience in estates and trust law is required.

Job Details:

Direct Hire Position
Hybrid Position (4 days in-person, 1 day at home)

Duties/Responsibilities:

• Assist attorneys with drafting, editing, and proofreading legal documents, including wills, trusts, powers of attorney, and estate planning forms.
• Organize and maintain client files, including electronic and physical records, ensuring accuracy and confidentiality.
• Coordinate communication with clients, other law firms, and court personnel, both in person, via phone, and through written correspondence.
• Schedule client meetings, appointments, and court appearances, managing attorney calendars efficiently.
• Prepare and file legal documents 
• Provide general administrative support, including photocopying, scanning, faxing, and filing documents as needed.

Education and Experience:

• 3 + years of legal experience in estates & trusts law
• Bachelor's degree or paralegal certificate is a plus

Proxy Legal Staffing & Search Group has partnered with a Pittsburgh firm to identify a Legal Billing Coordinator to join their growing team!

Job Details:

• Direct-Hire Position

• Hybrid Schedule: 3 days in office / 2 days remote

• Salary: Dependent on experience (DOE)

Responsibilities

• Generate, edit, and finalize monthly invoices in accordance with firm and client billing guidelines.

• Prepare and distribute monthly prebills to attorneys, incorporating necessary edits and adjustments.

• Assist with electronic billing (e-billing) submissions, resolve rejected invoices, and track approval statuses.

• Record, review, and monitor attorney time entries and client-related expenses.

• Maintain and update matter information, billing rates, and client-specific requirements within the billing system.

• Ensure compliance with client billing guidelines and internal firm procedures.

• Respond to attorney and staff inquiries regarding billing status, adjustments, and documentation.

• Support month-end and year-end billing processes as needed.

Education & Experience

• 2+ years of legal billing experience preferred.

• Prior law firm experience required.

• Experience with legal billing software (Aderant, Elite, eBillingHub, or similar) required.

• Bachelor’s degree is a plus.

• Strong proficiency in Microsoft Office, particularly Excel, is beneficial.

• Excellent organizational skills, attention to detail, and ability to meet deadlines.

Proxy Legal Staffing & Search Group has partnered with a growing firm to find a legal billing coordinator!

Job Details:

Direct Hire Position
Remote but must live within 1 hour of downtown Pittsburgh or Philadelphia for training

Duties/Responsibilities

• Generate and prepare invoices

• Perform monthly prebills

• Assist with firm e-billing

• Record and monitor attorney time and expenses using billing software

• Maintain accurate billing records

• Maintain matter information within the billing system

Education and Experience:

• 3 + years in a law firm is required

• Prior experience working with 3E is required

• Bachelor's Degree is a plus 

  
  APPLY TODAY!!!

  Proxy Legal Staffing & Search Group is focused on partnering with leading law firms and corporations to find top legal talent. Our niched focus helps us find you the right company that can help you grow in your career. We take the time necessary with every employee to nurture your passion as it becomes ours. Our extensive benefits package includes Matching 401K, Medical, Dental, Vision, Short Term Disability, Direct Deposit and much more. Please check out our benefits at https://jobs.careermovesnow.com/us/en/benefits-yes-

Proxy Legal Staffing is partnering with a prominent law firm to identify an experienced Legal Billing Supervisor. This fully remote role supports the firm’s billing and collections teams, focusing on electronic invoice submission, issue resolution, and process oversight. While the position is remote, candidates must reside near Pittsburgh or Philadelphia, as occasional in-person meetings, trainings, or special projects will be required.

Key Responsibilities:

• Supervise electronic invoice submission via eBillingHub and various client platforms, ensuring accuracy and compliance with billing guidelines.

• Oversee invoice acceptance across vendor sites such as Legal Tracker, T360, CounselLink, and others.

• Triage and resolve e-billing issues including block billing, task code errors, and rejected invoices.

• Monitor client portals for new matters and rate approvals; coordinate timely updates with internal billing teams.

• Communicate rate adjustments and approvals to billing and pricing stakeholders.

• Lead appeals for invoice reductions or rejections and assist in submitting budgets.

• Collaborate with internal teams to identify trends in billing rejections and develop process improvements.

• Provide support and guidance to billing team members as needed; assist with special projects as assigned.

Qualifications:

• Associate’s degree in business, accounting, or related field is required

• 3+ years of billing or accounting experience required, with at least 1 year in a supervisory or lead capacity.

• Experience in a law firm or professional services environment is required

• Elite 3E or Aderant Experience is required

• Strong command of Microsoft Office, especially Excel.

• Ability to effectively prioritize and manage deadlines in a high-volume environment.

• Flexibility to work extended hours as needed, particularly during year-end billing cycles.

Proxy Legal Staffing & Search Group has partnered with a leading law firm to identify a highly skilled Patent Agent to join their growing Intellectual Property practice group.

Key Responsibilities

• Draft and prosecute U.S. and international patent applications in collaboration with supervising attorneys.

• Conduct patentability, state-of-the-art, and freedom-to-operate searches and prepare detailed analyses.

• Assist with responses to USPTO Office Actions and manage ongoing prosecution deadlines.

• Support patent portfolio strategy, including invention harvesting and client counseling.

• Review technical disclosures and collaborate with inventors and subject matter experts.

• Coordinate with foreign associates regarding international filings and prosecution matters.

• Maintain meticulous documentation and adhere to all internal workflows, deadlines, and client expectations.

Qualifications

• Bachelor’s or advanced degree in a technical field such as electrical engineering, computer science, mechanical engineering, chemical engineering, biotechnology, or a related discipline.

• Must be registered to practice before the U.S. Patent and Trademark Office (USPTO).

• Prior patent preparation and prosecution experience at a law firm or in-house legal department strongly preferred.

• Excellent technical writing, communication, and analytical skills.

• Ability to work independently, manage multiple projects, and meet strict deadlines.

 

Proxy Legal Staffing & Search Group has partnered with a national firm to find multiple contract title attorneys an upcoming oil & gas project! This is a remote role. 

Job Details:

• This is a remote contract role
• Must be licensed to practice law in Pennsylvania
• Flexible Hours

Duties/Responsibilities:

• Examine abstracts of titles, leases, contracts, and other legal documents to determine ownership of land, and gas, oil, and mineral rights. 
• Conduct detailed title examinations for oil and gas properties, including mineral rights and surface rights.
• Prepare and review title opinions.
• Search for and examine public records and write opinions on titles.

Education and Experience:

• Juris Doctorate Degree
• Must be admitted to PA bar, WV license is a plus
• 3 + years of oil & gas title experience

Proxy Legal Staffing & Search Group has partnered with a regional firm to find a legal assistant in Pittsburgh!

Job Details:
Direct Hire Position
In-person Position

Duties/Responsibilities:

• Working with partner level attorneys to edit and format various legal documents, including memos and briefs
• Work in multiple practice groups
• Use Microsoft Outlook to manage attorney calendars and manage attorney billing
• File documents in state and federal courts
• other administrative tasks as needed

Education and Experience:

• 2+ years of legal experience
• Bachelor's degree or paralegal certificate is required
• Prior electronic filing experience is required
• Prior litigation experience is required

Proxy Legal Staffing & Search Group has partnered with a growing law firm to find a highly qualified Litigation Paralegal in Toledo, OH. 

Required Skills:

• Bachelor’s degree and paralegal certification preferred
• 5-7 years supporting complex litigation
• Proficiency with litigation support software (Relativity, Ringtail, Summation)
• Strong knowledge of federal and Ohio court procedures
• Excellent communication and organizational skills

Nice to Have Skills:

• Experience with medical claims and healthcare litigation
• Trial support and presentation experience
• Familiarity with PACER, CM/ECF

Preferred Education & Experience:

• Bachelor’s degree and paralegal certification
• Extensive litigation support experience

Proxy Legal Staffing & Search Group has partnered with a growing firm to find a talented Business Development Coordinator to join their team in Pittsburgh. This key role offers an excellent opportunity to support strategic growth and work alongside top legal professionals. The position pays between $85,000 and $105,000 annually.

Develop and execute business development strategies for assigned sections. Manage budgets to maximize revenue. Collaborate with attorneys and marketing teams to identify new clients. Use research tools to gather market intelligence. Create and update marketing collateral. Coordinate events and sponsorships. Travel as needed.

Required Skills:

• Bachelor’s degree; Marketing or Communications preferred
• At least 4 years of experience, ideally in law, accounting, or consulting
• Strong knowledge of litigation and legal trends
• Proficiency in Microsoft Office and research databases
• Excellent writing, organizational, and communication skills
• Team-oriented with a strong work ethic

Nice to Have:

• Legal marketing or BD experience
• Knowledge of industry databases
• Tailored communication skills

Preferred Education & Experience:

• Bachelor’s degree
• 4+ years in business development or related roles

Additional Requirements:

• Willingness to travel
• Ability to thrive in a fast-paced environment

Take the next step in your career—apply now to be part of this dynamic team and make a measurable impact.

Proxy Legal Staffing & Search Group has partnered with a growing firm to find a corporate legal assistant! The ideal candidate will have prior experience in corporate or estates law and be comfortable managing multiple projects, deadlines, and client interactions in a dynamic professional environment.

Key Responsibilities:

• Provide administrative and legal support to attorneys in corporate and transactional matters
• Prepare and proofread correspondence, agreements, corporate resolutions, and closing documents
• Assist with entity formation, maintenance, and dissolution filings
• Maintain corporate minute books and electronic document databases
• Coordinate document execution, filing, and delivery for closings and transactions
• Manage calendars, deadlines, and communication between clients, attorneys, and third parties
• Conduct basic legal research and draft summaries as needed
• Handle confidential information with discretion and professionalism

Qualifications:

• 2–5 years of experience as a legal assistant or paralegal in a corporate or estates practice group
• Strong understanding of corporate and transactional documentation and procedures
• Exceptional attention to detail, organization, and time management
• Proficiency with Microsoft Office Suite and document management systems
• Ability to thrive in a fast-paced, team-oriented environment

Proxy Legal Staffing & Search Group has partnered with a growing law firm to hire a Managing Paralegal for its International Trade practice. This is an exciting opportunity for an experienced paralegal or legal assistant ready to step into a leadership role. ($115k-150k DOE)

Responsibilities:

• Lead and mentor a team of paralegals, overseeing workflow and performance

• Prepare and manage filings with federal agencies and courts

• Draft, review, and cite-check legal documents and pleadings

• Support attorneys in case preparation, hearings, and strategy development

• Implement process improvements and training programs

• Monitor billable hours and optimize team productivity

Qualifications:

• Bachelor’s degree required; Paralegal Certificate preferred

• 5+ years of paralegal or legal support experience, with prior supervisory duties

• Strong knowledge of international trade

• Experience with legal research tools and case management software

• Excellent leadership, communication, and organizational skills

Why Apply:

• Leadership-level opportunity at a growing firm

• Direct impact on case strategy and team development

• Advancement potential in a fast-paced practice area