Position: Legal Administrative Assistant

Firm: Rupp Pfalzgraf LLC

Location: Buffalo, NY

About Us: Rupp Pfalzgraf LLC is a fully integrated law firm providing comprehensive legal services at the intersection of business and law. Our Environmental and Project Development & Land Use practices guide clients through complex regulatory approvals, major development projects, environmental compliance, permitting, and related litigation. We are committed to delivering high-quality, strategic legal solutions within a collaborative and positive firm culture.

Position Overview: We are seeking an experienced Legal Administrative Assistant with 10+ years of legal support experience to provide high-level administrative and case management support to a supervising attorney in our Environmental and Project Development & Land Use practices. This role is ideal for a highly organized, proactive legal secretary or legal assistant who thrives on managing moving parts, keeping cases on track, anticipating attorney needs, and ensuring nothing falls through the cracks. The supervising attorney is seeking a trusted right-hand partner who will take ownership of case organization, deadline monitoring, and client communication support.

Key Responsibilities

• Oversee organization of active matters, including maintaining electronic and physical case files.
• Track and monitor deadlines, hearings, filing requirements, and project milestones; proactively remind attorney and clients of upcoming obligations.
• Manage attorney calendar, including court dates, municipal hearings, agency deadlines, and client meetings.
• Anticipate attorney needs by preparing materials in advance of meetings, hearings, and filings.
• Proactively follow up with clients, municipalities, consultants, and agencies as directed.
• Ensure all case-related documents are properly filed, labeled, and accessible.
• Prepare, format, and proofread correspondence, applications, and legal documents.
• Coordinate municipal and agency submissions, including assembling hearing packets and exhibits.
• Prepare binders, transactional documents, and project files.
• Assist with billing entry, time tracking, and general administrative support.
• Coordinate document exchange with consultants and project stakeholders.
• Support litigation matters through file organization and preparation of motion/brief binders.

Qualifications

• 10+ years of experience as a Legal Secretary, Legal Assistant, or Legal Administrative Assistant.
• Exceptional organizational skills and attention to detail.
• Demonstrated ability to independently manage multiple deadlines and priorities.
• Highly proactive with the ability to anticipate needs and take initiative.
• Strong written and verbal communication skills.
• Experience in environmental, land use, real estate, municipal, or litigation practice areas preferred.
• Ability to work collaboratively in a team-oriented environment.

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, employee/spouse/child insurance, and opportunity for a year-end performance bonus.

How to Apply

To apply, please submit your resume to careers@rupppfalzgraf.com.

All qualified applicants will be afforded equal employment opportunities without discrimination because of age, race, creed, color, national origin, sexual orientation, military status, sex, disability, predisposing genetic characteristics, familial status, marital status, or domestic violence victim status.