Position Summary: The Attorney Resources Assistant (AR Assistant) assists the Director of Attorney Resources (Director), the Attorney Resources Manager (Manager) and the Career Development Manager (Career Manager) in administering the human resources and attorney development policies and programs for the NY and DC offices. The AR Assistant supports the department in all administrative matters relating to attorney employment (other than recruitment) and human resources services offered to attorneys. The AR Assistant reports to the Attorney Resources Manager, supports the Director, the Manager, and the Career Manager. The AR Assistant interacts frequently with internal legal and administrative personnel of all levels.
Duties & Responsibilities:
Provides general administrative support to the Director, the Manager and the Career Manager in handling all daily challenges and requests relating to attorneys and attorney employment and on projects as assigned
Assists and supports the Director and Manager in administering processes and handling documentation related to: associate and special counsel employment at the Firm, including administrative procedures relating to attorney hire, termination, change in pay rate or job title, promotion, bonus payments, secondments, externships, interoffice transfers, relocations, non-FMLA leaves of absence, etc.; payroll forms for all actions relating to attorneys; procedures related to Form I-9 records for attorneys; attorney vacation report calculations and file maintenance; orientation processes for lateral special counsel and associate hires, first year associate and contract attorney onboarding; and annual policy confirmations process
Processes, pays and maintains accurate records of invoices for the Attorney Resources department. Maintains and prepares expense reports for the Director, including the corporate Amex bill. Maintains accurate records of all expenses paid, including in connection with bar exam expenses, Firm sports teams, bar association memberships, and all other expenses covered by the Attorney Resources budget
Responsible for updates to Firm records and databases to reflect changes in attorney status (name, bar admission, position change, etc.)
Responds to third-party requests for basic attorney employment verifications and obtains required authorizations
Ensures collection and forwarding of mail and other items for departed attorneys and forwards as required
Takes primary responsibility for creation and maintenance of attorney personnel files, filing new documentation and ensuring files are properly maintained and organized. Understands Firm records filing system and retrieves/returns personnel files from/to records when directed. Responsible for retrieving and transferring departed attorney personnel files to the warehouse
Attends new attorney orientation and training programs and other periodic attorney events as directed
Maintains and updates the Attorney Manual section of the Human Capital Management Intranet Page, as directed
Responsible for ordering baby gifts, wedding gifts, flowers and/or charitable donations for legal staff
Provides backup for other Human Capital Management department functions, as required
Performs other tasks and duties as assigned
Experience: One or two years of Human Resources work and/or law-firm related experience preferred.
Skills and Abilities: Exceptional ability to perform administrative work with great attention to detail.Excellent interpersonal, verbal and written communication skills. Ability to work well under pressure, prioritize tasks and meet deadlines, and possess strong organizational and follow-up skills. Ability to communicate well with attorneys, summer associates, all levels of administrative staff and contacts outside the Firm and provide information with requisite courtesy and tact. Ability to act in a fair, equitable and professional manner at all times with a high degree of integrity. Willingness to work with and assist other staff members in accomplishing the work of the department. Strong customer service orientation. Ability to prepare routine correspondence, forms, documents as well as maintain records and files. The Attorney Resources Assistant has access to sensitive and confidential information and the position accordingly requires a high level of confidentiality and discretion. Ability to work overtime as required. Proficiency with various software programs, including MS Office Suite and use of the Internet. Regular punctuality and attendance required.
About Fried, Frank, Harris, Shriver & Jacobson LLP
Fried, Frank, Harris, Shriver & Jacobson LLP advises the world's leading corporations, investment funds and financial institutions on their most critical legal needs and business opportunities. The Firm's approximately 500 lawyers are based in North America and Europe.