Legal Executive Assistant

Position Summary: 

Provides high level administrative support to a primary group of attorneys in various practice groups, as well as back-up support to the head of the department and the other attorneys in the team/cluster.  Collaborates with the other legal executive assistants (LEAs) in the team/cluster.

Reports to the Legal Administrative Services Senior Manager.  On a day-to-day basis, works under the direction of the attorneys to whom the LEA is 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: 

• Process legal documents and general correspondence using Microsoft Word.
• Drafter/revise PowerPoint presentations for departmental meetings.
• Draft routine cover letters and documents for attorney review.
• Proofread documents for formatting, spelling and grammar; run edits to revisions and redline documents.
• Coordinate lengthy and complex document preparation with the Document Production Center.
• Coordinate duplicating, printing and/or PDF’ing of documents with the Duplicating department.
• Monitor, review and route incoming mail; deliver mail to attorneys’ offices and alert them about urgent matters.
• Coordinate package deliveries through the Mail Room (e.g. messenger service, USPS, FedEx, etc.)
• Calendar management (e.g. meetings, appointments, filing deadlines and client-related activities.)
• File management - Work closely with Records department to coordinate removal and storage of client files as directed by attorneys and legal assistants.
• Maintain paper and electronic files while remaining in compliance with firm policy.
• Maintain chronological files for attorneys.
• Attorney time entries (InTapp).
• Expense reimbursements (Chrome River), travel expense reports and disbursement requests.
• Client Billing (i.e. prepare billing correspondence, edit bills and computations as directed from the billing partner, etc.)
• Screen telephone calls; record accurate and detailed telephone messages.
• Greet and direct clients and visitors.
• Arrange annual bar association meeting for department.
• Prepare conflict checks and prepare New Matter forms, Engagement Letters, etc.
• Monitor and manage Bar/CLE credits and dues.
• Maintain vacation requests, scheduling, and approval for department.
• Coordinate travel arrangements (e.g. ground, rail and air); prepare itinerary.
• Schedule in-person conference room meetings and arrange refreshments, meals, audio/visual equipment, etc.
• Schedule virtual meetings via WebEx or LoopUp.
• Schedule weekly department lunches (handling room reservations, catering, equipment setup).
• Prepare visitor clearance.
• Enter activities and maintain and update contact names and addresses in BusinessBook/Outlook; maintain players and distribution lists.
• Create and maintain desk coverage memo for each attorney assignment.
• Occasional personal work

Qualifications:

Education: High school diploma required; college or business school preferred.

Experience: At least 5 years of experience in a similar position in a legal or corporate industry is required.

Skills & Abilities: Must be able to work proactively in a fast-paced and demanding environment and have the ability to prioritize a busy workload. Highly organized with exceptional attention to detail and an ability to manage multiple tasks and deliver quality results. Exhibit highest standards of professionalism and the ability to bring ideas and experience to tasks; possess excellent follow-through skills. A self-starter with ability to anticipate issues and resolve matters on their own. Ability to exercise good judgment, personal and professional discretion. Excellent communication/interpersonal skills - able to interact with staff at all levels to assure successful interaction. Self-motivated, proactive, punctual, reliable and a team player, together with a willingness to help others. Flexibility with hours and scheduling; ability to work overtime, if necessary. Must be able to develop strong working relationships within and across multiple departments and/or functions within the Firm.