Legal Executive Assistant

August 15

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Fried Frank

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Advising the world's leading corporations, investment funds & financial institutions on their most critical legal needs.

Mergers and Acquisitions • Private Equity • Asset Management • Capital Markets • Litigation

501 - 1000

Description

• Provides high level administrative support to a primary group of attorneys in the Tax group, 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. • 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

Requirements

• High school diploma required; college or business school preferred. • At least 5 years of experience in a similar position in a legal or corporate industry is required. • 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.