Senior Legal Support Specialist - (Remote)
hace 2 días
Pittsburgh
US Job Description Firm Information Reed Smith is a dynamic international law firm dedicated to helping clients move their businesses forward. With an inclusive culture and innovative mindset, we deliver smarter, more creative legal services that drive better outcomes for our clients. Our deep industry knowledge, long-standing relationships and collaborative structure make us the go-to partner for complex disputes, transactions and regulatory matters. Our team of 3,000 people (including more than 1,600 lawyers) across more than 30 offices in the United States, Europe, the Middle East and Asia, operate as one global partnership to drive progress for our clients, for ourselves and for our communities. Position Summary The Senior Legal Support Specialist is a high-level administrative and operational role that provides support to extremely busy, high-producing partners, with a focus on efficiency, discretion, and responsiveness. This fully remote position combines elements of executive assistant, operations coordinator, and legal administrative support. The role is responsible for managing complex calendars, coordinating meetings and travel, supporting legal operations and technology systems, and serving as a liaison between departments, attorneys, and external stakeholders. The ideal candidate is proactive, highly organized, tech-savvy, and capable of handling sensitive matters with professionalism and sound judgment. Job Duties and Responsibilities Executive & Administrative Support Provide proactive, high-level administrative and operational support to firm leadership, including calendar management, scheduling, and meeting preparation across multiple time zones. Anticipate needs and coordinate complex global meetings, internal and external events, travel arrangements, and leadership commitments to ensure seamless execution. Create, edit, and maintain documents such as presentations, reports, charts, and business plans with a high degree of accuracy, professionalism, and confidentiality. Maintain comprehensive and well-organized digital filing systems to ensure easy access and reliable document retention across departments. Support leadership’s daily activities and long-term priorities by monitoring deadlines, tracking follow-ups, and ensuring timely completion of deliverables. Liaise with other firm departments and high-level stakeholders to coordinate workflows, exchange critical information, and drive administrative processes forward. Process expenses, invoices, and reimbursements in accordance with firm guidelines and monitor outstanding approvals or payments as needed. Participate in and at times manage special projects on behalf of leadership; conduct research, summarize information, and prepare recommendations or materials for decision-making. Legal Operational Support Provide operational support to legal leadership and attorneys by helping develop and maintain procedures that enhance efficiency and standardize workflows. Support matter management and reporting. Coordinate with internal and external legal vendors, including managing onboarding, budget tracking, invoice processing, and follow-up on outstanding matters. Assist with the preparation, filing, and organization of legal documents, including matter opening forms, client communications, and contract documentation. Shared Remote Support Collaborate with other Senior Legal Support Specialists to ensure consistent, timely, and high-quality support to attorneys and firm leaders. Act as a subject matter expert for training of outsource providers and are a go-to team for large lateral intakes and special projects Log and manage service requests through firm systems (e.g., ENGAGE), coordinating with support teams to ensure efficient resolution. Perform legal administrative tasks such as document formatting, e-filing, managing litigation calendars, assisting with trial prep, and preparing shell documents. Provide guidance to junior attorneys or new team members regarding firm tools, procedures, and internal resources. Technology & Data Management Support the implementation and use of legal technology systems, ensuring accurate data entry, user support, and process optimization. Create and run reports from systems such as 3E, Legal Tracker, or document management platforms to support financial tracking, metric reporting, and strategic planning. Monitor and troubleshoot routine tech issues and serve as a liaison to IT and service departments for prompt resolution. Other Job Responsibilities Perform other duties or project-based tasks as assigned to support firm priorities and executive needs. Job duties and responsibilities included are not exhaustive and may be supplemented as necessary. Reed Smith reserves the right to revise or modify job duties and responsibilities at any time. Requirements Education: Two years of college or equivalent experience required. College degree or equivalent experience is preferred. Experience: Seven plus years experience in a high-level administrative support position. Experience in a law firm or other professional services firm preferred. Skills: Expert organizational skills; top-notch time management skills; streamlined and polished communication style; problem-solving orientation; ownership of the role and the responsibilities; meticulous attention to detail; ability to remain calm and poised in times of high stress. Demonstrated ability to troubleshoot, resolve issues, and maintain service excellence in a remote setting. Additionally: Mastery of Microsoft Office suite, including ability to create PowerPoint presentations, Excel spreadsheets, and Word documents. Advanced Outlook skills including the calendaring and task functions. Facility with Zoom and MS Teams. Ability to handle confidential and sensitive matters professionally and with discretion. Ability to resolve issues quickly, effectively, and diplomatically and to make appropriate recommendations. Good decision maker, strategic thinker and proven ability to manage time, people and resources in order to meet deadlines. Demonstrated ability to take initiative, manage projects and handle multiple competing priorities. Flexibility and ability to adapt to constantly changing priorities. Project management skills/training, a plus. Other Supervisory Responsibilities: None. Equipment To Be Used: Personal computer and other office equipment such as telephone, calculator, fax, machine, copier, scanner, etc. Essential Job Functions: Ability to deal with stress associated with a fast paced work environment, including handling the demands of multiple tasks on a daily basis. Ability to utilize technology, including computers and telecommunication devices. Ability to handle multiple tasks and diverse work problems on a daily basis and complete assignments within set timelines. Ability to work well as a member of a team and make judgment decisions and handle daily responsibilities with little or no supervision. Ability to adapt to changing work situations and grasp and apply new ideas. Ability to sit and/or stand for prolonged periods, intense eye usage, and finger, hand and wrist dexterity associated with prolonged computer use. Ability to use independent judgment and discretion and adapt to changing work situations. Ability to effectively communicate with various personalities at all levels. Working Conditions: Works remotely. Occasionally called upon to work hours in excess of your normal daily schedule. Potential for in-office work requests as needed, so proximity to the office is important. Pay Ranges: This represents the presently-anticipated low and high end of Reed Smith’s pay range for this position. Actual pay may vary based on various factors, including but not limited to location and experience. This is a non-exempt position. The hourly wage range for this role is $40.00 to $57.85, with an estimated annual compensation range of $83,200 to $120,300, based on expected hours. Pittsburgh, Houston, Dallas, Miami, Atlanta: $83,200 - $105,600 Hourly Rate @ 40 hours per week: $40.00/hr - $50.75/hr (Miami is 37.5/wk) Chicago, Philadelphia: $83,200 - $113,000 (rounded) Hourly Rate @ 40 hours per week: $45.00/hr - $54.00/hr (Chicago is 35 hours/wk) Princeton, Washington, DC: $105,000 - $120,300 (rounded) Hourly Rate @ 40 hours per week: $50.50/hr - $57.85/hr Employee Benefits Overview Our comprehensive benefits package includes: 401(k) Retirement Plan Medical Insurance Health Savings Account (HSA) Virtual Health Services Dental Insurance Vision Insurance Accident Insurance Hospital Indemnity Insurance Critical Illness Insurance Life Insurance Short-Term Disability Coverage Long-Term Disability Coverage Flexible Spending Accounts (FSA) Lyra Health Employee Assistance Program (EAP) Paid Family Leave (for eligible Exempt and Non-Exempt staff) College Savings Plan Transportation Benefit Back-up Child Care Services College Coach Program Pet Insurance Paid Sick Time (for Exempt staff) Paid Time Off (available to all full-time, non-temporary employees) Reed Smith offers a challenging work environment, business casual dress code and a total compensation package that includes a competitive salary, flexible benefits program, tuition assistance, and generous 401(k) plan. Reed Smith is an Equal Opportunity Employer with Core Values of Integrity, Excellence, Teamwork & Respect, Innovation, and Impact. Reed Smith also provides reasonable accommodations in accordance with law, including in the application and interview process. Qualified candidates only. No search firms.