Legal Executive Assistant

Position Summary: 

Provides dedicated and high-level administrative support to assigned attorneys and firm executives. Collaborates with other Legal Executive Assistants (LEAs) and Business Services staff to skillfully address the administrative needs of all assignments.

JOB RELATIONSHIPS:

Reports to the Director of Legal Administrative Services.  On a day-to-day basis, works under the direction of the attorneys and executives to whom the LEA is assigned. Coordinates overflow support with the Document Processing Center (DPC), and interfaces with other Fried Frank employees at all levels of administration.

Duties & Responsibilities:

• Document processing (e.g., revisions and comparisons) of legal documents and general correspondence.
• May compose and draft routine cover letters and documents for review.
• Proofread documents for formatting, spelling and grammar; make document revisions and comparisons using Litera.
• Draft labels and coordinate package deliveries with the Mail Room (e.g. messenger service, USPS, FedEx, etc.).
• Enter attorney time using InTapp and monitor matters in suspense.
• Submit expenses and invoices through Chrome River (e.g., travel expense reports and disbursement requests).
• Coordinate lengthy and complex document preparation with the Document Processing Center.
• Coordinate large print requests with the Duplicating department.
• Screen telephone calls; record accurate and detailed telephone messages.
• Greet and direct clients and visitors.
• Monitor and manage Bar/CLE credits and dues.
• Coordinate travel arrangements (e.g. ground, rail and air); prepare itinerary.
• 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 WebEx, Zoom, Teams, LoopUp, etc.
• Request visitor clearance with Lobby Security.
• 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 conflict checks and prepare New Matter forms, Engagement Letters, etc.
• Calendar management (e.g. meetings, appointments, filing deadlines and client-related activities.)
• Client billing (i.e. prepare billing correspondence, edit bills and computations as directed).
• Refill printer paper and order supplies, as needed.
• Occasional personal work.

Qualifications:

• Education: High school diploma required; college or business school preferred.
• Experience: At least 3 years of experience in a similar position in a legal or corporate environment is required.

Skills and Abilities:

• Proven people management skills.
• Displays a high degree of integrity.
• Excellent customer service skills; team player.
• 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 computer software programs (i.e., Microsoft Office applications, Chrome River, Intapp, Webex, Zoom, LoopUp, InterAction, 3E, Litera Compare, Kofax PDF), with the ability to learn new software and operating systems.