Legal Executive Assistant - Asset Management

Position Summary:

Provides high-level administrative support to corporate attorneys and firm leadership, as well as backup support to cluster attorneys. Works in close partnership with a senior Legal Executive Assistant (LEA) on highly confidential firm matters. Collaborates with Business Services staff as needed to achieve goals and resolve issues.

Reports to the Director of Legal Administrative Services. On a day-to-day basis, works under the direction of the attorneys to whom the LEA is assigned, and in collaboration with the lead LEA. 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.)
• Coordinate travel arrangements (e.g. ground, rail and air); prepare itinerary.
• Submit expenses through Chrome River (e.g., travel expense reports and disbursement requests).
• Screen telephone calls; record accurate and detailed telephone messages.
• Greet and direct clients and visitors.
• Coordinate package deliveries with the Mail Room (e.g. messenger service, USPS, FedEx, etc.)
• Client billing (i.e. prepare billing correspondence, edit bills and computations as directed by the billing partner).
• Prepare conflict checks and prepare New Matter forms, Engagement Letters, etc.
• Enter attorney time using InTapp.
• Monitor, review and route incoming mail; deliver mail to attorneys' offices and alert them about urgent matters.
• Schedule in-person conference room meetings and arrange refreshments, meals, audio/visual equipment, etc.
• Schedule virtual meetings via WebEx, LoopUp, etc.
• Request visitor clearance with Lobby Security.
• Coordinate lengthy and complex document preparation with the Document Processing Center.
• Coordinate duplicating, printing and/or PDF'ing of documents with the Duplicating department.
• Monitor and manage Bar/CLE credits and dues.
• Draft routine cover letters and documents for attorney review.
• Enter activities and maintain and update contact names and addresses in Business Book/Outlook; maintain players and distribution lists.
• Document processing (e.g., revisions and comparisons) of legal documents and general correspondence.
• Proofread documents for formatting, spelling and grammar.
• Maintain paper and electronic files while remaining in compliance with firm policy.
• Create and maintain desk coverage memos for attorney assignments.
• File management - work closely with Records department to coordinate removal and storage of client files as directed by attorneys and legal assistants.
• 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 environment is required.

Skills and 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. Ability to maintain the highest level of confidentiality. 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 outcomes. Self-motivated, proactive, punctual, reliable and a team player, exhibiting 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.