Legal Billing and Administrative Assistant

Fanatics Commerce•New York, NY

3d•$37 - $46•Hybrid

About The Position

The Fanatics Commerce Legal Department is seeking a highly organized and detail-oriented professional to support the department’s outside counsel billing, core paralegal functions and executive administrative needs. This individual will work closely with Legal leadership, Finance, Accounts Payable, outside counsel, and attorneys across the department 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 role will also provide backup support for litigation and disputes, consumer escalations and routine legal matters, as needed. The Legal Assistant delivers 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 (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.

Nice To Haves

Paralegal certificate is a plus but not required.

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.