Legal Executive Assistant Floater

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.

Position Summary: 

The LEA Floater provides administrative support to attorneys and executives in various departments/practice areas during the absence (the duration of which will vary) of those attorneys’ primary assistants. The LEA Floater also provides back-up assistance to other attorneys/executives assigned to the cluster. The requirements of the position may vary based on the needs and preferences of each cluster. The LEA Floater collaborates with other Legal Executive Assistants and Business Services staff to ensure all attorneys/executives in the cluster are properly supported.

Job Relationships:

On a day-to-day basis, the LEA Floater works under the direction of the attorneys and executives to whom the LEA they are covering is assigned. The LEA Floater coordinates overflow support with the Document Processing Center (DPC), and interfaces with other Fried Frank employees at all levels of administration. Reports to the Manager of Legal Executive Assistant and Paralegal Services. 

Duties & Responsibilities:

• Calendar management (e.g. meetings, appointments, filing deadlines and client-related activities.)
• Prepare telephone support to attorneys by screening calls, recording accurate and detailed messages to relay to attorney(s) as soon as possible.
• Coordinate travel arrangements (e.g. ground, rail and air) and prepare related itinerary.
• Enter attorney time using InTapp before weekly deadline to ensure compliance with Firm policies and procedures. Subsequent monitoring and moving of time attributed to matters held in suspense.
• Submit attorney expenses and invoices through Emburse (Chrome River) (e.g., travel expense reports and disbursement requests).
• Document processing (e.g., making revisions and preparing comparisons) of legal documents and general correspondence. May be asked to draft basic documents for attorney review.
• Proofread materials for formatting, spelling and grammar.
• Client billing (i.e. prepare billing correspondence, edit bills and computations as directed).
• 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 Microsoft Teams and other Firm software.
• Coordinate package deliveries with the Mail Room (e.g. messenger service, USPS, FedEx, etc.), as well as document preparation with the Document Processing Center and large print requests with the Duplicating department.
• Request visitor clearance with Lobby Security.
• Monitor and manage Bar/CLE credits and dues.
• 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 conflicts checks and prepare New Matter forms, Engagement Letters, etc.
• Occasional personal work.

Qualifications:

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

Skills and Abilities:

• Excellent customer service skills across all interactions, including with internal team
• Strong attention to detail, judgment and effective decision-making skills.
• Must be resourceful, organized, and proactive in a fast-paced environment.
• People management skills with a high degree of integrity.
• Ability to work independently with tight deadlines.
• Ability to maintain the highest level of confidentiality.
• Remains calm and effective under pressure.
• Knowledge of relevant Firm software programs (i.e., Microsoft Office suite, Emburse (Chrome River), Intapp, Webex, Zoom, LoopUp, InterAction, 3E, Litera Compare, Tungsten Power PDF), with the ability to learn new software and operating systems.