Legal Assistant

Fanatics Commerce•New York, NY

6d•$37 - $46•Hybrid

About The Position

The Fanatics Commerce Legal Department is seeking a highly organized and detail-oriented Legal Assistant to support outside counsel billing, core paralegal functions, and executive administrative needs across the department. This individual will work closely with Legal leadership, Finance, Accounts Payable, outside counsel, and attorneys to ensure invoices are processed accurately and on time, legal spend is tracked against budget, and department leadership receives reliable administrative and matter support. The Legal Assistant delivers business and fan impact through BOLD leadership and execution excellence, leveraging data, automation, and AI-enabled insights.

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 using platforms such as 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 with the ability to manage multiple competing priorities across a broad range of responsibilities, including billing administration, executive support, paralegal tasks, and litigation backup.
Excellent written and verbal communication skills, with strong attention to detail and the ability to prepare accurate, professional work product including correspondence, memoranda, spend reports, dashboards, and briefing materials.
Strong analytical skills and comfort working with financial data, reports, spreadsheets, and invoice detail; high proficiency in Microsoft Office, particularly Excel, PowerPoint, Word, and Outlook.
Demonstrated ability to exercise sound judgment, maintain confidentiality, and appropriately escalate legal or business issues; familiarity with matter-management and document-management systems is a plus.

Nice To Haves

Bachelor's degree preferred
paralegal certificate is a plus but not required

Responsibilities

Partner effectively with Finance, Accounts Payable, Human Resources, Customer Service, Product, Engineering, Compliance, and other business teams to reduce administrative burden and ensure seamless legal operations across the organization.
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, building trusted cross-functional relationships grounded in professionalism and responsiveness.
Coordinate cross-functional meetings, track follow-up items, and help ensure timely execution of departmental priorities, including department offsites, leadership meetings, and team events.
Assist with reviewing, investigating, tracking, and coordinating responses to selected consumer complaints, governmental inquiries, demand letters, and similar escalations to protect the fan experience and uphold Fanatics Commerce's commitments.
Gather relevant records, communications, transaction history, and input from internal teams to support attorney review and response preparation, ensuring fan-facing matters are handled with accuracy and care.
Draft clear and professional routine responses to consumer and regulatory escalations in coordination with attorneys and business stakeholders, tracking deadlines, resolutions, and recurring issues.
Escalate significant or potentially systemic consumer matters to the appropriate attorney, helping identify patterns that could signal broader impacts on fans or the business.
Identify opportunities to improve billing accuracy, reporting, and administrative efficiency through smarter processes, tools, and workflows — without duplicating the broader legal operations and contract-management function.
Maintain and help improve outside counsel billing guidelines, matter coding, rate information, and related financial records, proactively contributing to stronger spend-management practices.
Support annual budgeting, reforecasting, accrual collection, RFP processes, rate reviews, and other outside counsel spend-management initiatives, bringing analytical rigor and forward-looking insight to each.
Leverage AI tools such as ChatGPT, Claude, Co-Counsel, and Co-Pilot to enhance the efficiency and quality of legal and administrative work across the department.
Own the day-to-day administration of outside counsel invoicing — reviewing, coding, routing, and processing legal invoices for accuracy, timeliness, and compliance with billing guidelines — with minimal oversight and maximum reliability.
Manage calendars, scheduling, meeting logistics, travel arrangements, and expense reporting for department leadership, anticipating conflicts and administrative needs proactively.
Maintain organized and accessible corporate records, legal files, and matter documentation within the department's document and matter management systems, ensuring litigation, dispute, corporate, and other legal files are dependable at all times.
Handle sensitive and confidential legal, financial, consumer, and business information with discretion and professionalism, exercising sound judgment and escalating matters to attorneys or senior leadership when appropriate.