Job Description

At Fried Frank, we’re a community of 800 lawyers and 500 business services professionals across New York, Washington, DC, London, Frankfurt, and Brussels. We advise leading corporations, investment funds, and financial institutions on high-stakes M&A, securities, regulatory matters, real estate, and litigation. Our culture is grounded in our core values — excellence, integrity and collaboration — and is designed to foster continuous learning, meaningful mentorship, and lasting professional growth. We are firmly committed to pro bono service and social justice, building on a proud legacy in civil rights. Our inclusive talent strategy is a core part of our broader talent management efforts and we remain steadfast in fostering a workplace where everyone has the opportunity to grow, thrive, and become their best professional and personal selves. Our business services professionals are integral to the firm’s success, driving innovation, operational excellence and exceptional client service across all areas of the firm. We offer competitive compensation and a comprehensive benefits package, including comprehensive medical coverage, retirement plans and health and wellness initiatives designed to support your personal and professional wellbeing. We welcome passionate, driven individuals to join us, and be part of a team where you’ll be supported, inspired and empowered to build an exceptional career.

Provides administrative support to corporate and tax attorneys as part the Corporate & Tax Practice Group Center (PGC), coordinating a small team of Legal Executive Assistants (LEAs). Coordinates workflow and monitors, implements, and safeguards best practices, policies and procedures for the optimal operation of the team. Collaborates with Business Services staff as needed to achieve goals and resolve issues. Reports to the Manager of Legal Executive Assistant and Paralegal Services. On a day-to-day basis, works under the direction of the attorneys to whom the PGC is assigned, and in collaboration with other LEAs as needed. 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:

• Coordinate workflow using the ServiceNow workflow tool.
• Participate in meetings with third-party vendor regarding the maintenance and optimization of ServiceNow.
• Act as a point of contact regarding all operations of the Corporate & Tax PGC.
• Communicate with management regarding all issues beyond the scope of the coordinator role that require attention.
• Review and analyze ServiceNow production data with management.
• Assist with ServiceNow training for other LEAs.
• Assist with onboarding responsibilities for new associates including:
• Meet with new associates during their first week to introduce yourself as the Coordinator in addition to their designated first point of contact (LEA) within the team.
• Contact Help Desk to add new associates to the FFHSJ Corporate & Tax PGC Attorneys email distribution group.
• Assign a Legal Executive Assistant LEA in Work Assignment Sheet (WAS) database for associates within the M&A/PE group.
• Provide phone coverage to associates from the Class of 2020 or earlier, in accordance with firm policy.
• Orient new associates to the location of their assigned mailbox and nearest printer(s).
• Conduct follow-up check-ins during the first and subsequent weeks to address questions and ensure a smooth transition.
• Maintain and update FFHSJ Corporate & Tax PGC Assignments master spreadsheet to reflect associate arrivals, departures, and leaves/secondments.
• Maintain and update scheduled team PTO in FFHSJ Corporate & Tax PGC team shared calendar in Outlook.
• Review and approve LEA timesheets on a weekly basis.
• Enter attorney Client Development activities in InterAction Web.
• 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 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 InterAction; 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 - coordinate with Records Department on 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, legal experience preferred but not 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.

The actual salary offered will be based on a number of factors including but not limited to the qualifications of the applicant, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job.New York Salary Range $90,000—$100,000 USD