Corporate Administrative Assistant

Corporate Administrative Assistant

Nelson Mullins, an AmLaw 60 firm, is seeking a Corporate Administrative Assistant to join its team in the Pittsburgh office. This role will provide critical support to attorneys and paralegals handling a broad range of corporate matters. The position offers an excellent opportunity for an experienced professional to deliver high-level legal and administrative assistance within a collaborative and fast-paced environment, working alongside accomplished colleagues at a leading national law firm.

The Corporate Legal Administrative Assistant will provide high-level administrative support to attorneys and practice teams in the Corporate Group. This role requires excellent organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. Responsibilities include managing attorney calendars by scheduling meetings, calls, and deadlines, as well as coordinating travel and preparing expense reports. The assistant will format, proofread, and finalize legal documents, agreements, and correspondence with a strong focus on accuracy, grammar, and formatting. Additional duties involve supporting billing processes, including time entry, editing prebills, invoicing, monitoring accounts receivable, tracking unbilled work in progress, following up with payment reminders, and coordinating discounted payments from clients. The role also encompasses file administration tasks such as conducting conflicts checks, tracking case charts, updating contacts, preparing engagement letters, creating subfolders in NetDocs, coordinating rates with attorneys, and managing file openings and closures. Drafting, editing, and handling client correspondence will be a key responsibility, along with monitoring incoming mail by opening, scanning, and saving documents to NetDocs. The assistant will coordinate meeting logistics by reserving conference rooms, preparing materials, and handling technology needs, in addition to supporting real estate transactions by managing document mailings, deliveries, and returns. Finally, the role includes providing comprehensive case and matter management support, which involves maintaining files, monitoring deadlines, and tracking related documents.

The ideal candidate will have a minimum of three years of experience as a legal administrative assistant, preferably within corporate law, is required for this role. Strong proficiency in Microsoft Office Suite, including Word, Outlook, and Excel, is essential, and experience with legal billing and time entry systems is preferred. The ideal candidate will demonstrate excellent written and verbal communication skills, along with a high level of professionalism. Strong organizational abilities and the capacity to prioritize multiple tasks effectively are critical, as is keen attention to detail with the ability to proofread for grammar, spelling, and formatting accuracy. The role also requires the ability to maintain confidentiality and exercise sound discretion at all times.

With more than 1,000 attorneys, policy advisors, e-discovery professionals, and other business professionals across offices in California, Colorado, the District of Columbia, Florida, Georgia, Illinois, Maryland, Massachusetts, New York, Pennsylvania, Tennessee, Texas, West Virginia, and throughout North Carolina and South Carolina, Nelson Mullins has strong roots in the business community and an appreciation for new directions in the business world.