Corporate Administrative Assistant

Job Description Summary:

Fenwick is seeking a Corporate Administrative Assistant to support partners and assist the Business Center and the Firm's attorneys. The Business Center (“BC”) is essential in providing top-tier administrative support to our firm's attorneys and business professionals. The ideal candidate is a proactive individual who aligns with our vision for an innovative, high-performing team and can collaborate effectively with attorneys, paralegals, and administrative staff. This role offers an excellent opportunity to thrive in an energetic, engaging environment where teamwork, growth, and a commitment to delivering exceptional service are highly valued and rewarded.
The position requires five days on-site per week in our Boston, MA office. The work schedule for this position will be 40 hours per week (non-exempt), Monday - Friday, from 9:00 am - 6:00 pm.

Job Description:

Attorney Assignment

• Maintain and foster positive contact and collaborative working relationships with assigned Team (which may include a combination of Partner(s)/Associate(s)/ Paralegal(s)), Firm clients, Administrative Departments, and external vendors.
• Provide high-level clerical and administrative assistance, such as preparing and editing documents, reports, presentations, and correspondence.
• Handle sensitive and confidential information with discretion and integrity.
• Manage the onboarding of new clients from the processing of conflicts to the assignment of billing information and work with various Firm departments to complete process accurately.
• Manage calendar, schedule appointments, and coordinate meetings, conferences, oversight for general appointments.
• Arrange and coordinate travel (air and ground) and accommodation logistics; provide itineraries, and agendas; understand and consider travel preferences and affinity programs; ensure arrangements are within Firm or client guidelines for travel costs.
• Serves as primary point of contact for assigned Team.
• Process and submit expense reports on behalf of assigned Team.
• Maintain and organize client filing system, ensuring all records are accurate and accessible.
• Routinely review monthly bills for consistency, accuracy, spelling and substance, learning partner’s preferred billing practices (e.g., usual write-offs, client format preferences, etc.); check bills for consistency against special engagement terms (deferrals, rates, caps, etc.).  Assist in the finalization of monthly bills.
• Plan, book, and organize small client and/or internal events, ensuring seamless coordination and execution from initial concept to completion.
• Prioritize conflicting needs by handling them proactively and following through on tasks and projects to successful completion, often with tight deadlines.
• Handle client gifting including, selecting items, maintaining a keen awareness of cultural differences, coordinate delivery, and handle recipient feedback.
• Provide back-up support to other attorneys or team members as necessary helping to foster a supportive work environment while ensuring a seamless operation.
• At all times, represent Firm in a highly polished and professional manner.

Business Center Assignment

• Responsible for picking up requests in a timely and accurate manner through the Business Center’s workflow tool.
• Upon request, responsible for scheduling meetings (internal and external), manage attorney calendar and schedule client/department meetings accordingly.  
• Arrange and coordinate conference room requests, including catering and audio/visual equipment needs.
• Upon request, arrange and coordinate travel arrangements and assist with logistical issues for travelers. 
• Perform document handling, including document editing, printing, scanning, copying, and filing. 
• Support the attorney’s time entry process by editing and correcting time narratives using the firm’s time-entry system (Intapp).
• Assist the Billing Team with the retrieval of invoice backup. 
• Support monthly review of prebills prior to attorney finalization.
• Proofread work products and firm generated materials.
• Schedule and coordinate messengers and other vendors for pickup and delivery.
• Act as a liaison for firm personnel and help them navigate the firm’s departments and resources. 
• Participate in special projects or other tasks, as assigned/requested and provide support as needed. 
• At times, this position requires the ability to work overtime as necessary to meet project deadlines and respond to business needs.

Desired Skills and Qualifications:

To perform the essential functions of this position, an individual must demonstrate the following competencies and possess a minimum of two years of office experience in a demanding legal, professional services, or similarly demanding environment.

• Service mindset and the ability to take the initiative, think critically, identify, problem-solve, and assemble/coordinate appropriate resources and responses.
• Ability to prioritize and multitask effectively and efficiently in a fast-paced environment.
• Must be flexible and able to work under tight deadlines in a fast-paced and dynamic environment.
• Exhibit a high level of attention to detail to ensure the accuracy and quality of work product. 
• Ability to type standard correspondence, memoranda and similar material in draft or final form from written material or dictation.
• Demonstrate excellent communication and organizational skills, both written and verbal.
• Possess the interpersonal skills necessary to support positive working relationships and to effectively communicate and interact with others, demonstrating poise, tact, and diplomacy. 
• Demonstrate the ability to follow complex instructions and if unsure, have the confidence to ask clarifying questions.
• Proofread materials/work product carefully and correct any errors in typing, grammar, or spelling. 
• Provide model client service to internal and external clients by collaborating with various departments, firm personnel, vendors and contractors.
• The ability to embrace and apply current technology and the drive to learn new tools and system processes quickly and confidently.
• Support and promote effective work practices, work as a team member, and show respect for all firm personnel.
• Demonstrate a working proficiency in Microsoft Office applications – Word, Excel, PowerPoint, and Outlook.

Reporting to the Business Center Manager, the ideal candidate will have 2+ years of experience working in a professional setting. Bachelor’s degree or relevant degree required.

Benefits and Compensation Details:

At Fenwick, we believe that our partners and employees are our most important asset. Helping you and your families achieve and maintain good health - physical, emotional, and financial - is the reason we offer a comprehensive benefit program. We provide benefits to eligible employees under plans such as Healthcare, Life Insurance, Health Savings Accounts, Flexible Spending Accounts, and Wellbeing.

The anticipated range for this position is:

$52,000 - $70,000

Depending on the role, the actual base salary offered may depend upon a variety of factors, including without limitation, the qualifications of the individual applicant for the position, 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.

A discretionary bonus for eligible employees may also be available based on performance.  Additional information about employee eligibility for benefits and discretionary bonus will be made available upon request.