Legal Executive Assistant (Practice Group Center - Corporate & Tax) New New York, New York, Uni[...]

Fried Frank group; New York (NY); On-site; USD 60,000 - 85,000; Full time

Job summary

Fried Frank in New York seeks an experienced Administrative Assistant to provide dedicated support to the FFHSJ Corporate & Tax Practice Group Center attorneys. You will collaborate with LEAs and Business Services to ensure comprehensive coverage for all attorneys in the PGC cluster.

The role involves calendar management, screening calls, travel coordination, time entry, expenses, document processing, proofreading, and client billing while maintaining confidentiality under tight deadlines.

Qualifications

• Education: High school diploma required; college or business school preferred.
• Experience: At least four years of experience in a similar position in a legal or corporate environment is required.
• Proficiency with Firm software programs and strong communication skills.

Responsibilities

• Calendar management (meetings, appointments, deadlines, client activities).
• Screen high volumes of phone calls and relay messages with accuracy.
• Coordinate travel arrangements and prepare itineraries.
• Enter attorney time using InTapp before weekly deadline and monitor timesheets.
• Submit attorney expenses and invoices through Emburse (Chrome River).
• Document processing and drafting basic documents for attorney review.
• Proofread materials for formatting, spelling and grammar.
• Client billing: prepare bills and related correspondence.
• Monitor, review and route incoming mail; arrange conference room meetings.
• Schedule virtual meetings via Teams and other Firm software.
• Coordinate file management with Records Department and related storage.
• Prepare conflicts checks and New Matter forms / Engagement Letters.
• Occasional personal work.

Skills

Communication skills

Time management

Discretion / confidentiality

Organization

Independent work

Detail oriented

Problem solving

Team collaboration

Education

High school diploma

College or business school

Tools

Microsoft Office

Intapp

Emburse Chrome River

Webex

Zoom

InterAction

3E

Litera Compare

Tungsten Power PDF

Job description

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.

Position Summary

Provides dedicated administrative support to the FFHSJ Corporate & Tax Practice Group Center (PGC) attorneys on a designated schedule. Collaborates with other Legal Executive Assistants (LEAs) and Business Services staff to ensure all attorneys in the PGC/cluster are properly supported.

Job Relationship

Reports to the Manager of Legal Executive Assistant and Paralegal Services. On a day-to-day basis, works under the direction of the attorneys assigned to the Corporate & Tax PGC. Coordinates overflow support for the attorneys with the Document Processing Center (DPC), 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 four (4) years of experience in a similar position in a legal or corporate environment is required.

Skills and Abilities

• Displays a high degree of integrity.
• Effective impartial management style with strong verbal and written communication skills.
• Must be resourceful, organized, and proactive in a fast-paced environment.
• Excellent attention to detail.
• Excellent judgment and effective decision-making skills.
• Ability to work independently with tight deadlines.
• Ability to maintain the highest level of confidentiality.
• 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.