Administrative Assistant (supporting Human Capital Management & Information Technology)

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 Administrative Assistant provides administrative and operational support to the directors and managers within the Human Capital Management (HCM) and Information Technology (IT) departments. This role is responsible for coordinating a variety of activities, including calendar management for department leaders, meeting and event coordination, travel arrangements, expense processing, invoice administration, departmental communications, and assisting with departmental projects and initiatives. The role also provides support to department senior managers and managers, including processing invoices and expenses, coordinating meeting logistics, and scheduling conference rooms.  The role requires strong organizational skills, attention to detail, sound judgment, and the ability to manage multiple priorities while maintaining a high level of professionalism and confidentiality. The successful candidate is proactive, service-oriented, and capable of working effectively with leaders, managers, employees, vendors, and external partners in a fast-paced professional environment.

Key Responsibilities

Administration and Operations Support

• Provide administrative support to designated HCM and IT Department Directors and Senior Managers.
• Manage calendars, schedule meetings, coordinate appointments, and maintain administrative schedules for designated leaders. Ensure that all internal and external distribution lists are current and up-to-date.
• Schedule and coordinate department meetings, training sessions, and team events, including preparation of materials and related logistics. Liaise with external visitors as-needed.
• Coordinate monthly mailings for Inclusive Talent Management (ITM) outreach.
• Oversee conference room reservations, catering, audiovisual needs, and meeting logistics.
• Coordinate travel arrangements, including itineraries, accommodations, and transportation.
• Assist with preparing presentations, reports, onboarding materials, departmental communications, policies, guides, handbooks, and general documentation. Proofread all materials for formatting, spelling and grammar.
• Coordinate and distribute departmental communications, announcements, meeting materials, and other administrative correspondence.
• Oversee conference registrations, payments and logistics for department leaders and team members.
• Document preparation in conjunction with Firm’s Document Processing Center. Request large-volume printing requests with the Duplicating Department.
• Request visitor clearances, greet visitors, candidates, consultants, and vendors, and coordinate arrival logistics.
• Screen and route telephone calls, respond to inquiries, take accurate messages, maintain the phone log for the HR/BSC Hotline, and direct callers to the appropriate employment verification resource or other appropriate parties when needed.
• Maintain hotline logs, departmental trackers, and other administrative records, as applicable.
• Coordinate package shipments, large mailings, messenger services, and delivery logistics, including preparing shipping labels and working with USPS, FedEx, and other carriers.
• Monitor and distribute incoming mail and communications.
• Order, inventory, and maintain office, meeting, and event supplies.
• Support special projects, departmental initiatives, and cross-functional programs on behalf of HCM and IT leadership.

Document and Records Management

• Maintain confidential personnel and departmental files, both physical and electronic.
• Organize, file, digitize, retrieve, archive, and manage records in accordance with departmental procedures and firm policies.
• Coordinate with the Records Department regarding file storage, retention, retrieval, and destruction activities.
• Ensure the accuracy and integrity of departmental records and documentation.

Financial and Expense Administration

• Process invoices, expense reports, disbursement requests, and reimbursements through Chrome River and other firm systems in a timely manner. Sample invoices include for intern and consultant pay, events, conferences, and hotel blocks, and payment of Bar/CLE dues and exam-day travel/lodging for attorneys taking their exams.
• Coordinate payment processing for consultants, vendors, interview candidates, and other approved service providers, including drafting new invoices as directed and working with Accounting to process checks.
• Provide guidance regarding appropriate coding and allocation of departmental expenses, including charges for attorneys and LEAs related to Recruiting, Professional Development, or Inclusive Talent Management (ITM) events and efforts.
• Maintain vendor records, agreements, contracts, and related documentation, ensuring information is accurately maintained and uploaded in a timely manner to the firm's contract management system, SpendConnect.
• Collaborate with the IT Financial and Budget Specialist to maintain accurate vendor records, support procurement and contract administration processes, and facilitate the timely exchange of vendor-related information and documentation.
• Process, monitor, and track invoices, reimbursements, vendor payments, and departmental expenses, ensuring supporting documentation and records are complete, accurate, and properly maintained.
• Monitor and assist with routing Accounts Payable communications, vendor inquiries, and payment-related matters to the appropriate stakeholders.
• Respond to routine vendor billing inquiries and follow up on outstanding items to facilitate timely resolution.
• Prepare and maintain reports, spreadsheets, and administrative records to support departmental operations, vendor management activities, and financial tracking.

Recruiting and Talent Management Support

• Research potential candidates when needed, compile their current information, and update Face charts to provide up-to-date, accurate information for lateral recruitment.
• Work with Fried Frank partners and Legal Executive Assistants to successfully coordinate lateral interviews and related meetings during the screening and onboarding processes.
• Make dinner and lunch reservations for lateral candidates and internal stakeholders.
• Maintain clear and prompt communication with key members and admins of partnering legal search firms and career coaches/consultants to keep schedules flowing and foresee any possible scheduling conflicts.

Qualifications

Education and Experience

• Bachelor's degree preferred or an equivalent combination of education and experience.
• 2–4 years of administrative, operations, or coordination experience.
• Experience supporting directors, managers, or professional staff in a law firm, professional services, corporate, or financial services environment preferred.

Knowledge, Skills, and Abilities

• Handle confidential and sensitive information with discretion, professionalism, and sound judgment.
• Exercise sound judgment when responding to requests and prioritizing competing responsibilities.
• Maintain positive working relationships with leaders, managers, employees, vendors, and external partners.
• Provide responsive, professional, and customer-focused service in all interactions.
• Strong organizational and time management skills with the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Strong attention to detail and follow-through.
• Strong interpersonal and customer service skills.
• Ability to work independently and collaboratively in a fast-paced environment.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Experience with expense management systems, travel coordination, and meeting technology platforms.
• Ability to work overtime is required.
• Punctuality and attendance required.