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 37.5 hours per week (non-exempt), Monday - Friday, from 8:30 am - 5:00 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 Qualifi