Legal Executive Assistant - Finance

Justia, Inc.; New York (NY); On-site; USD 80,000 - 100,000; Full time

Job summary

Fried Frank is seeking a Legal Executive Assistant to support a primary group of attorneys in the Corporate - Finance team and provide backup to the department head. The role collaborates with other LEAs and reports to the Manager of Legal Executive Assistant and Paralegal Services.

You will manage calendars, screen calls, coordinate travel, handle time entries, expenses, document processing, and client billing while maintaining strict confidentiality in a fast-paced environment.

Qualifications

• High school diploma required; college or business school preferred.
• At least five (5) years of experience in a similar position in a legal or corporate environment is required.

Responsibilities

• Calendar management for meetings, appointments, deadlines and client-related activities.
• Provide telephone support by screening high volumes of calls and recording accurate messages.
• Coordinate travel arrangements and prepare itineraries.
• Enter attorney time using InTapp and monitor time entries for compliance.
• Submit attorney expenses and invoices through Emburse (Chrome River).
• Document processing of legal documents and drafts; proofreading for formatting and grammar.
• Prepare billing correspondence and edit bills as directed.
• Monitor mail, route items, and coordinate conference room setup.
• Schedule in-person and virtual meetings (Teams, firm software).
• Coordinate package deliveries and liaison with Document Processing Center and Duplicating department.
• Request visitor clearance with Lobby Security.
• Monitor Bar/CLE credits and dues.
• Maintain contact data in InterAction/Outlook and manage distribution lists.
• Coordinate file management with Records Department and handle physical/electronic client files.
• Prepare conflicts checks and New Matter forms.
• Occasional personal work.

Skills

Customer service

Attention to detail

Organized

Proactive

Integrity

Independent work

Confidentiality

Calm under pressure

Education

High school diploma

College or business school preferred

Tools

Microsoft Office

Embубurse Chrome River

Intapp

Webex

Zoom

LoopUp

InterAction

3E

Litera Compare

Tungsten Power PDF

Job description

At Fried Frank, we’re a community of 800 lawyers and 500 business services professionals across New York, Washington, DC, London, Frankfurt, and Brussels. We advise leading corporations, investment funds, and financial institutions on high-stakes M&A, securities, regulatory matters, real estate, and litigation. Our culture is grounded in our core values — excellence, integrity and collaboration — and is designed to foster continuous learning, meaningful mentorship, and lasting professional growth. We are firmly committed to pro bono service and social justice, building on a proud legacy in civil rights. Our inclusive talent strategy is a core part of our broader talent management efforts and we remain steadfast in fostering a workplace where everyone has the opportunity to grow, thrive, and become their best professional and personal selves. Our business services professionals are integral to the firm’s success, driving innovation, operational excellence and exceptional client service across all areas of the firm. We offer competitive compensation and a comprehensive benefits package, including comprehensive medical coverage, retirement plans and health and wellness initiatives designed to support your personal and professional wellbeing. We welcome passionate, driven individuals to join us, and be part of a team where you’ll be supported, inspired and empowered to build an exceptional career.

The Legal Executive Assistant (“LEA”) provides high-level administrative support to a primary group of attorneys in the Corporate - Finance group, as well as back-up support to the head of the department and the other attorneys in the team/cluster. The LEA will collaborate closely with the other LEAs in the team/cluster.

The LEA will report to the Manager of Legal Executive Assistant and Paralegal Services. On a day-to-day basis, the LEA also works under the direction of the attorneys to whom they are assigned. Coordinates overflow support with the Document Production Center (DPC) for the attorneys, and interfaces with other Fried Frank employees at all levels of administration.

Duties & Responsibilities:

• Calendar management (e.g. meetings, appointments, filing deadlines and client-related activities.)
• Provide telephone support to attorneys by screening high volumes of phone calls and recording accurate and detailed messages to relay to attorney(s) as soon as possible.
• Coordinate travel arrangements (e.g. ground, rail and air) and prepare related itinerary.
• Enter attorney time using InTapp before weekly deadline to ensure compliance with Firm policies and procedures. Subsequent monitoring and moving of time attributed to matters held in suspense. The practice group expects meticulous and extensive proofreading of timesheets to adhere with all client regulations and requirements.
• Submit attorney expenses and invoices through Emburse (Chrome River) (e.g., travel expense reports and disbursement requests).
• Document processing (e.g., making revisions and preparing comparisons) of legal documents and general correspondence. May be asked to draft basic documents for attorney review.
• Proofread materials for formatting, spelling and grammar.
• Client billing (i.e. prepare billing correspondence, edit bills and computations as directed).
• Monitor, review and route incoming mail; deliver mail to offices and flag urgent matters.
• Schedule in-person conference room meetings and arrange refreshments, meals, audio/visual equipment, etc.
• Schedule virtual meetings via Microsoft Teams and other Firm software.
• Coordinate package deliveries with the Mail Room (e.g. messenger service, USPS, FedEx, etc.), as well as document preparation with the Document Processing Center and large print requests with the Duplicating department.
• Request visitor clearance with Lobby Security.
• Monitor and manage Bar/CLE credits and dues.
• Enter activities and maintain and update contact names and addresses in InterAction/Outlook; maintain players and distribution lists.
• Coordinate file management with the Records Department by handling removal and storage of both physical and electronic client files as directed.
• Prepare conflicts checks and prepare New Matter forms, Engagement Letters, etc.
• Occasional personal work.

Qualifications

• Education: High school diploma required; college or business school preferred.
• Experience: At least five (5) years of experience in a similar position in a legal or corporate environment is required.

Skills and Abilities

• Excellent customer service skills across all interactions, including with internal team
• Strong attention to detail, judgment and effective decision-making skills.
• Must be resourceful, organized, and proactive in a fast-paced environment.
• People management skills with a high degree of integrity.
• Ability to work independently with tight deadlines.
• Ability to maintain the highest level of confidentiality.
• Remains calm and effective under pressure.
• Knowledge of relevant Firm software programs (i.e., Microsoft Office suite, Emburse (Chrome River), Intapp, Webex, Zoom, LoopUp, InterAction, 3E, Litera Compare, Tungsten Power PDF), with the ability to learn new software and operating systems.

The actual salary offered will be based on a number of factors including but not limited to the qualifications of the applicant, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job.

New York Salary Range

$80,000 - $100,000 USD