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About the Role
The Legal Assistant will play a critical role in managing outside counsel billing, legal department operations, and executive administrative support for Fanatics Commerce, supporting the department’s outside counsel billing, core paralegal functions, and executive administrative needs.
Responsibilities
- Own the day-to-day administration of outside counsel invoicing, including reviewing, coding, routing, and processing legal invoices for accuracy, timeliness, and compliance with billing guidelines.
- Support Legal leadership and Finance in tracking the Legal Department’s budget, forecasts, accruals, spend by firm and matter, and other key financial metrics.
- Prepare regular spend reports, dashboards, variance analyses, and other materials that provide clear visibility into legal spend.
- Serve as the primary liaison among outside law firms, e-billing vendors, Accounts Payable, Finance, and internal matter owners to resolve invoice discrepancies and payment issues promptly.
- Maintain and help improve outside counsel billing guidelines, matter coding, rate information, and related financial records.
- Support annual budgeting, reforecasting, accrual collection, RFP processes, rate reviews, and other outside counsel spend-management initiatives.
- Identify opportunities to improve billing accuracy, reporting, and administrative efficiency without duplicating the broader legal operations and contract-management function.
- Manage calendars, scheduling, meeting logistics, travel arrangements, and expense reporting for department leadership.
- Prepare agendas, presentations, briefing materials, and other documents for leadership.
- Anticipate scheduling conflicts, deadlines, and administrative needs and address them proactively.
- Coordinate cross-functional meetings, track follow-up items, and help ensure timely execution of departmental priorities.
- Coordinate department offsites, leadership meetings, and team events, including venue research and selection, vendor coordination, travel logistics, budget management, and on-site execution to ensure successful and cost-effective events.
- Draft and proofread correspondence, memoranda, presentations, and internal communications.
- Assist attorneys with document preparation, legal research, matter organization, and project coordination.
- Maintain organized and accessible corporate records, legal files, and matter documentation within the department's document and matter management systems.
- Support routine corporate governance activities, including board resolutions, entity maintenance, and corporate filings.
- Provide backup support for routine agreements and contract-related tasks when needed, while the department’s dedicated legal operations and contract-management role retains primary responsibility for those functions.
- Handle special projects and other departmental initiatives as assigned.
- Provide backup support to the team member primarily responsible for litigation administration so that litigation and dispute-related work can be handled efficiently during periods of high volume or competing priorities.
- Assist with document collection, organization, e-discovery coordination, deadline tracking, subpoenas, demand letters, threatened claims, and outside counsel materials.
- Coordinate with internal stakeholders and outside counsel on administrative aspects of litigation, disputes, and other legal inquiries.
- Maintain reliable and current matter files and trackers for disputes and claims.
- Assist, as needed, with reviewing, investigating, tracking, and coordinating responses to selected consumer complaints, governmental inquiries, demand letters, and similar escalations.
- Gather relevant records, communications, transaction history, and input from internal teams to support attorney review and response preparation.
- Draft clear and professional routine responses in coordination with attorneys and business stakeholders.
- Track deadlines, resolutions, recurring issues, and related documentation, and escalate significant or potentially systemic matters to the appropriate attorney.
- Handle sensitive and confidential legal, financial, consumer, and business information with discretion and professionalism.
- Partner effectively with Finance, Accounts Payable, Human Resources, Customer Service, Product, Engineering, Compliance, and other business teams.
- Exercise sound judgment, maintain confidentiality, and serve as a responsive, trusted resource by appropriately escalating legal or business matters to attorneys or senior leadership.
- Apply AI and technology to improve efficiency, quality, and outcomes.
- Use data and digital tools to inform decisions and enhance performance.
- Demonstrate curiosity and adaptability in adopting new technologies and ways of working.
- Contribute to a culture of innovation and continuous improvement.
Requirements
- At least 5 years of relevant experience in legal billing, paralegal support, executive assistance, or a comparable legal role, preferably within an in-house legal department or law firm.
- Demonstrated experience with legal invoicing, e-billing systems and outside counsel management (e.g., SimpleLegal, Onit, CounselLink, Legal Tracker, or similar systems).
- Experience with budgeting, forecasting, accruals, or spend reporting strongly preferred.
- Demonstrated experience utilizing AI tools (ChatGPT, Claude, Co-Counsel, Co-Pilot) in a legal workforce.
- Exceptional organizational skills and the ability to manage multiple competing priorities across a broad range of responsibilities.
- Excellent written and verbal communication skills, with strong attention to detail and the ability to prepare accurate, professional work product.
- Strong analytical skills and comfort working with financial data, reports, spreadsheets, and invoice detail.
- Demonstrated ability to exercise sound judgment, maintain confidentiality, and appropriately escalate legal or business issues.
- High proficiency in Microsoft Office, particularly Excel, PowerPoint, Word, and Outlook.
- Familiarity with matter-management and document-management systems is a plus.
- Comfortable working in a hybrid environment that balances in-office collaboration with remote flexibility.
Skills
- Legal Billing
- Paralegal Support
- Executive Assistance
- Legal Invoicing
- E-billing Systems
- Outside Counsel Management
- Budgeting
- Forecasting
- Accruals
- Spend Reporting
- AI Tools (ChatGPT, Claude, Co-Counsel, Co-Pilot)
- Organizational Skills
- Written Communication
- Verbal Communication
- Attention to Detail
- Analytical Skills
- Microsoft Office Suite (Excel, PowerPoint, Word, Outlook)
- Matter Management Systems
- Document Management Systems
Location
- New York City, NY
Work Type
- Hybrid
Experience Level
- 5+ years
Education Level
- Bachelor's degree preferred
- Paralegal certificate is a plus
Salary/Compensations
- $37.26—$45.68 USD
Benefits
- For information about our benefits, please visit https://benefitsatfanatics.com/
About the Company
- Fanatics is building a leading global digital sports platform. We ignite the passions of global sports fans and maximize the presence and reach for our hundreds of sports partners globally by offering products and services across Fanatics Commerce, Fanatics Collectibles, and Fanatics Betting & Gaming, allowing sports fans to Buy, Collect, and Bet.
- Fanatics Commerce is a leading designer, manufacturer, and seller of licensed fan gear, jerseys, lifestyle and streetwear products, headwear, and hardgoods.
- It operates a vertically-integrated platform of digital and physical capabilities for leading sports leagues, teams, colleges, and associations globally – as well as its flagship site, www.fanatics.com.
- Fanatics Commerce has a broad range of online, sports venue, and vertical apparel partnerships worldwide, including comprehensive partnerships with leading leagues, teams, colleges, and sports organizations across the world—including the NFL, NBA, MLB, NHL, MLS, Formula 1, and Australian Football League (AFL); the Dallas Cowboys, Golden State Warriors, Paris Saint-Germain, Chelsea FC, and Tokyo Giants; the University of Notre Dame, University of Alabama, and University of Texas; the International Olympic Committee (IOC), England Rugby, and the Union of European Football Associations (UEFA).
Equal Opportunity
- At Fanatics, we operate with a BOLD mindset - We Build Championship Teams, we’re Obsessed with Fans, we embrace a Limitless Entrepreneurial Spirit, and we approach every challenge with a Determined and Relentless Mindset. If you’re ready to contribute to a dynamic, fast-paced environment that thrives on collaboration and growth, we want you to be part of our team.
- At Fanatics Commerce, we infuse our BOLD Leadership Principles in everything we do: Build Championship Teams, Obsessed with Fans, Limitless Entrepreneurial Spirit, Determined and Relentless Mindset.
- By submitting your application, you agree to our terms of service and acknowledge you have read our Candidate Privacy Policy.