Legal Executive Assistant - Floater

Position Summary:

Provides dedicated administrative support to Practice Group Center attorneys on a designated schedule and otherwise functions as a floater to support attorneys in various practice areas during the absence (the duration of which will vary) of those attorneys’ primary assistants, and also provides back-up assistance to other attorneys assigned to the cluster. The requirements of the position may vary based on the needs and attorney preferences of each cluster. Collaborates with other Legal Executive Assistants (LEAs) and Business Services staff to ensure all attorneys in the PGC/cluster are properly supported.

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. 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:

• Document processing (e.g., revisions and comparisons) of legal documents and general correspondence.
• May compose and draft routine cover letters and documents for attorney review.
• Proofread documents for formatting, spelling and grammar; make document revisions and comparisons.
• Coordinate package deliveries with the Mail Room (e.g. messenger service, USPS, FedEx, etc.)
• Enter attorney time using InTapp.
• Submit expenses through Chrome River (e.g., travel expense reports and disbursement requests).
• Coordinate lengthy and complex document preparation with the Document Processing Center.
• Coordinate duplicating, printing and/or PDF’ing of documents 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 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.
• Enter activities and maintain and update contact names and addresses in Business Book/Outlook; maintain players and distribution lists.
• File management - Work closely with Records department to coordinate removal and storage of client files as directed by attorneys and legal assistants.
• 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 by the billing partner).
• Occasional personal work.

Qualifications:

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

Experience:  At least 4 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. 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.