Legal Operations Assistant: Billing & Admin Support

Justia, Inc.; New York (NY); Hybrid; USD 51,000 - 63,000; Full time

Job summary

Fanatics Commerce seeks a highly organized Legal Assistant to support outside counsel billing, core paralegal functions, and executive admin needs across the Legal Department. You will work with Legal leadership, Finance, Accounts Payable, and attorneys to ensure accurate invoices and reliable spend tracking.

Responsibilities include liaising with outside firms and vendors, coordinating meetings, handling escalations, and driving process improvements with AI-enabled insights.

Qualifications

• 5+ years in legal billing, paralegal support, or executive assistance in-house or at a law firm.
• Experience with e-billing systems and outside counsel management.
• Strong budgeting, forecasting, accruals, or spend reporting experience preferred.
• Proficiency with AI tools in a legal setting (ChatGPT, Claude, Co-Counsel, Co-Pilot).
• Excellent written/verbal communication and diary/calendar management.
• Comfort with matter-management and document-management systems.

Responsibilities

• Support outside counsel billing, coding, routing, and processing invoices accurately and timely.
• Track legal spend against budget and prepare spend reports and dashboards.
• Coordinate with Finance, Accounts Payable, and attorneys; manage calendars and travel for leadership.
• Draft routine responses to consumer/regulatory escalations and maintain records.
• Escalate significant matters and help identify patterns impacting fans or business.
• Utilize AI tools to improve efficiency and deliver high-quality output.

Skills

Legal billing

Paralegal support

Executive assistance

e-billing systems

AI tools

Budgeting & forecasting

MS Office

Confidentiality

Education

Bachelor's degree preferred

Paralegal certificate a plus

Tools

SimpleLegal

Onit

CounselLink

Legal Tracker

Job description

Fanatics Commerce seeks a highly organized Legal Assistant to support outside counsel billing, core paralegal functions, and executive admin needs across the Legal Department. You will work with Legal leadership, Finance, Accounts Payable, and attorneys to ensure accurate invoices and reliable spend tracking.

Responsibilities include liaising with outside firms and vendors, coordinating meetings, handling escalations, and driving process improvements with AI-enabled insights.