Administrative Assistant

DescriptionThe Administrative Assistant will provide administrative services to attorneys, timekeepers, and secretaries.Main ResponsibilitiesAssisting Dispute Resolution Partner:Open all new matters for the Dispute Resolution Partner, including an expansive international list; prepare agreements, ensure compliance with internal protocols, and follow up with clientsBilling & Financial Workflow ManagementAction billing requests from CRA by approving, editing, finalizing, and routing draft bills in workflowAdd billing comments, write-downs, write-offs, and approvals as directed to ensure invoices align with agreed budgets and engagement terms Coordinate with Global Billing analysts to ensure draft bills are corrected, finalized, and sent on timeCollaborate with CRA on WIP and draft bill clean-up projects, including reviewing partner comments and executing required actionUpdate tracking tables to reflect completed actions and current statusAssist in reallocating, transferring, or writing off WIP as instructed to ensure accurate billing before cycle deadlinesVerify that SAP budgets, engagement letters, and email-agreed fee arrangements are consistentUpdate Intapp and related systems to prevent incorrect or disputed bills from being issuedSupport corrections when discrepancies are identified between budgets and client agreementsClose matters or restrict them to “time entry only / cost only” as directedConfirm matter closure status with Ryan to ensure billing accuracyAssist with correcting matter roles (e.g., removing incorrect bill reviewers or NLLAs)Act as a liaison between Accounting, Global Billing, partners, and assistants, keeping all billing-related correspondence centralizedCoordinate timing so invoices are sent consistently and in accordance with client requirementsParticipate in billing review discussions and meetings to resolve outstanding issues efficientlyMatter Intake, Compliance & CoordinationPrepare, submit, and manage New Business Intake NBI) requests, including conflicts checks, Anti‑Money Laundering / Know Your Client (AML/KYC) coordination, and Office Submit progressionAct as Submitting Assistant for matters, ensuring accuracy of client, matter, and compliance informationCoordinate Non-Local Working Office matters, including assigning Non-Local Lead Attorneys and distributing matter notificationsHandle client name changes, DBA verifications, and related maintenance requestsPrepare engagement letters, which requires frequent client follow-up regarding matter acceptance and confirmation of billing detailsDraft and send new matter emails with required regulatory and local counsel languageProvide direct administrative support to partners and attorneys, including drafting and sending new matter emails with required regulatory and local counsel languagePartner & Client SupportTrack and follow up on time-sensitive requests to ensure prompt responses and issue resolutionServe as a central point of contact between attorneys, internal departments, and external partiesRelay confirmations, approvals, and clarifications between partners and internal teamsCoordinate with international and local counsel on cross-border mattersCirculate Terms of Engagement for Local Counsel and assist with obtaining confirmationsRequest, organize, and compare fee estimates and scopes of work for international mattersAssist with preparation of comparison charts and summaries for partner reviewAssist the Dispute Resolution Partner with annual partner compensation reportsAssist with DAC6 surveys regarding tax work for the Dispute Resolution PartnerAssist the Dispute Resolution Partner and other attorneys with proposal draft edits and ensure that client agreement terms are identified and adhered to (e.g., quoting proposal rates in USD only for certain clients, no billing charges for print jobs on matters for certain clients, etc.)Assist with matter inquiries across the Firm for matters where the Dispute Resolution Partner is Billing Partner (BP)Conduct client outreach (as needed) to verify, confirm, or request updates on behalf of the PartnerRun ad-hoc reports for partners and legal teams assigned to BP mattersShare matter details with attorneys assigned to BP’s new matters and assign Non-Local Lead Attorneys upon request or directiveExpenses, Invoicing & Financial AdministrationReview and reconcile expenses in Emburse, including resolving missing receipts and allocating costs to appropriate cost centers and GL codesCoordinate invoice review and approval with Office Services, Facilities, and FinanceTrack and follow up on direct pay invoices and ServiceNow cases through resolutionProactively track open items, approvals, pending responses across matters, expenses, and operational requestsFollow up as needed to ensure issues are resolved, documented, and closed in a timely mannerMaintain organized communication and clear documentation to support compliance and operational efficiencyMonitor draft bill notifications and route items appropriatelyWork closely with Accounts Payable on any invoice issues that arise post-submittalEnter monthly billback entriesOffice Operations & Vendor CoordinationLiaise with Office Services and Facilities teams regarding vendor invoices, payments, and operational mattersAssist with storage, maintenance, and service-related requests impacting office operationsAct as a liaison between internal teams and external local counsel for international matters Send confirmation emails for matter updates, track responses, and escalate time-sensitive requestsInitiate conflicts checks for all matters and track matter progress until cycle completionWork closely with the New Business Intake Request team for any conflicts or matter issues that may ariseParking, Transit & Access ManagementProcess monthly payments for attorney and staff parking and coordinate with parking vendors to activate or deactivate cardsProcess monthly payments for transit cards for all participating employeesProvide parking and access cards to recruits (attorneys and staff)Maintain an office list of card holders, including visiting attorneys and replacements for lost or misplaced cardsVerify monthly parking validations and ensure parking is itemized correctly in the billback systemPeople, Events & Office AdministrationSend PTO requests and calendar invites for legal staff upon management approvalAssist in organizing annual and holiday events, including collaboration with the design team to create event invites and flyers and distribute calendar invitesRun monthly attendance reports for all Miami office employeesCoordinate and delegate secretarial coverage support for Miami and New York officesOrganize holiday and annual office events with the OA and order décor and event items as neededAssist with receiving and greeting clients and internal visitors for meetings and events, including providing office tours as neededFacilities, Compliance & Special ProjectsSubmit new applications to Miami-Dade County and the City of Miami for attorneys joining the Miami office, including associated business license paymentsProcess annual business license payments for all attorneysEnsure receipt and display of Florida Labor Law PostersSend calendar lists and invites for annual Firm holidaysProcess monthly payments for off-site storage once approved by the Facilities ManagerProvide backup support for office build-out projects and office moves, including attending meetings, taking notes, processing invoices, coordinating logistics, and ordering suppliesOrder office supplies as needed and send proof of payment to vendors upon requestWork closely with building management regarding access cards, vendor relations, and general office needsAssist with coordinating annual inspections (e.g., fire extinguishers) and participate in walkthroughsAssist with Administrative Professionals Day celebrations, employee gifts, safety trainings, volunteer initiatives, holiday raffles, and community impact effortsAssist with ordering and replenishing supplies for the lactation/nursing roomWork closely with plant maintenance vendors and process monthly paymentsAttend building events to gather and share relevant information with Miami office employeesRun local errands as needed for office supplies or eventsSkills And ExperienceA bachelor's degree is requiredStrong relevant experience with office administration, preferably in a law firm or professional services environmentStrong communication, organizational, and problem-solving skillsExcellent written and spoken English communication skills; additional languages are appreciatedStrong technical capabilities across Microsoft Office (i.e., Word, Excel, Outlook, Access, PowerPoint)Work requires continual attention to detail when completing assignmentsSome analytical ability is required to find solutions to various technological and administrative issuesAble to manage multiple tasks simultaneously in an organized manner, prioritize assigned projects, maintain continuous follow‑up on progress and results, and communicate clearly and in promptly with relevant reporting linesMust have a passion for helping others and being a team playerAble to operate general office equipment, including multifunctional machines for printing, photocopying, scanning, and binding documentsReports to: Chief Operating OfficerPosition type: In MarketDevelopment framework: Business SupportAbout UsAt Baker McKenzie we are different in the way we think, work and behave. With our team of 13,000 people, including over 6,500 locally admitted lawyers, in over 70 offices worldwide, we have a passionately collaborative community of 60 nationalities and are committed to world-class career development to everyone in every job at every level. Baker McKenzie can offer you both the uncompromising commitment to excellence expected of a top firm paired with a passionately global and genuinely collaborative working environment.Additional InformationBaker McKenzie is an Equal Opportunity Employer. We are committed to promoting diversity and inclusion for all. Our unique international culture is reflected in the drawing together of a worldwide family of individuals from diverse cultures and backgrounds in all of our offices. We encourage the best people - regardless of race, religion or belief if any, gender, gender identity, disability, sexual orientation or age - to fulfill their professional aspirations with us. We are committed to ensuring an inclusive and accessible experience for all candidates.Pay Transparency This position is bonus eligible and includes benefits such as medical, dental, vision, and 401(k) based on number of hours worked.