Legal Administrative Assistant – Buffalo

About the role

Firm: Rupp Pfalzgraf LLC
Location: Buffalo, NY
Role Summary: We are seeking a highly organized and proactive Legal Administrative Assistant to support attorneys in our Litigation Practice Group. This role is responsible for providing administrative, practice management, and client support for a high-volume commercial and civil litigation practice. The ideal candidate thrives in a fast-paced environment, anticipates attorney and client needs, manages competing priorities with accuracy and professionalism, and takes ownership of keeping matters organized and moving forward.

Key Responsibilities

• Serve as the primary point of contact for litigation clients, ensuring professional and responsive communication.
• Monitor and follow up on evergreen retainer replenishments, ensuring compliance with client agreements and proactive funding updates.
• Maintain organized client and case files, ensuring accuracy, completeness, and confidentiality of all documentation.
• Prioritize and manage a high-volume caseload in a fast-paced litigation environment, ensuring deadlines and client needs are consistently met.
• Ability to work independently while also collaborating effectively within a team environment.
• Track case-related deadlines and coordinate with clients and attorneys as needed.
• Aid attorneys with scheduling, case updates, and client communications.
• Cook with the billing department to ensure invoices are accurate and issued promptly.
• Support the litigation team with administrative and legal support tasks, including document preparation, e-filing, motions to withdraw, discovery demands, answers, correspondence, and other litigation-related documents.
• Provide a high level of client service while building and maintaining strong client relationships.

Qualifications

• High school diploma or GED required.
• 3–5+ years of experience as a Legal Administrative Assistant, Legal Assistant, Legal Secretary, or in a comparable legal support role, preferably supporting litigation.
• Experience managing multiple matters and deadlines in a fast-paced legal environment.
• Familiarity with billing, client invoicing, retainers, and engagement documentation preferred.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, and Outlook) and comfort working with legal practice management software.
• Detail-oriented with strong follow-up, problem-solving, and time management skills.
• Ability to maintain confidentiality and handle sensitive client information with professionalism and discretion.
• Ability to work independently while collaborating effectively in a team environment.

Work Environment & Physical Requirements

This position is primarily performed in an office setting and involves extended periods of sitting, working at a computer, and communicating via phone and email, with or without reasonable accommodation.
The role may require occasional standing, walking, and light lifting (e.g., files or office materials up to approximately 10–20 pounds), with or without reasonable accommodation.
Ability to manage multiple tasks and priorities in a dynamic work environment, with or without reasonable accommodation.

Compensation

$26.00 – $32.00 per hour, based on skillset and experience.

Benefits

• Our generous benefits package includes paid time off in addition to paid holidays, medical/dental/vision insurance, 401k with Firm contribution, potential for 401 profit sharing, short and long-term disability insurance, employee assistance program, ID protection insurance, group term life insurance, and an opportunity for a year-end bonus based on performance.

To apply

Please submit your resume to careers@rupppfalzgraf.com. We look forward to reviewing your application and exploring the possibility of having you join our team at Rupp Pfalzgraf.