Legal Administrative Assistant

Role Overview

• Administer Legal Tracker e-billing processes, including invoice intake, coding, routing/approvals, and submission workflows.
• Validate invoices for compliance with outside counsel billing guidelines; identify exceptions and coordinate timely corrections with law firms.
• Maintain open communication with the VP of Litigation (and other Legal Team stakeholders as necessary).
• Coordinate with Accounting to support accurate and timely invoice processing, accruals, and reconciliations.
• Partner with FP&A to support budgeting, forecasting, and variance analysis related to litigation and broader legal spend.
• Maintain matter budgets and spend tracking; support periodic accrual and forecast cycles.
• Generate regular and ad hoc reporting on legal spend, matter trends, and vendor performance; prepare executive-ready summaries for Legal leadership.
• Support continuous improvement of billing workflows, controls, and documentation (policies, procedures, playbooks, and guidance to stakeholders).
• Serve as an operational liaison with outside counsel for invoice and billing-related communications.
• Coordinate across the Legal team and internal business partners to resolve billing, budget, and matter-coding questions.
• Support vendor onboarding and maintenance tasks as needed (e.g., billing contacts, guidelines distribution, matter setup support).
• Help maintain data integrity across systems (matters, vendors, timekeepers, rate structures, codes, and reporting fields).
• Deploy and maintain centralized contract repository.
• Assist with tracking key dates, renewals, expirations, milestones.
• Extract and log key terms (payment renewal, termination, SLAs, etc.).
• Maintain data and generate reports for Accounting, SOX, and Audit, including supporting SOX control testing.
• Interface with procurement, accounting, SOX, audit and assist with legal review policy development.
• Coordinate vendor onboarding with procurement.

Requirements

• Bachelor’s degree preferred (business, finance, legal studies, or related fields preferable).
• 4–10+ years of experience in legal operations, legal billing/e-billing, litigation support, or a finance operations role supporting a legal department or law firm.
• Required: hands-on experience with Legal Tracker (Thomson Reuters) or demonstrably equivalent end-to-end e-billing administration experience, including matter setup/coding and reporting.
• Strong Excel skills (pivot tables, lookups, basic data cleaning) and comfort working with large datasets.
• Excellent attention to detail, ability to manage deadlines, and strong follow-through in a high-volume environment.
• Strong communication skills and the ability to work effectively with stakeholders.
• Preferred Qualifications: Experience with a contract lifecycle management (CLM) platform.
• Experience supporting litigation matters and outside counsel management in an in-house legal department.
• Familiarity with e-billing guidelines, rate structures, budgets, accruals, and forecasting cycles.
• Experience building spend dashboards or standard reporting packages for leadership (Legal, Finance, or executive audiences).

Benefits

• 401k plan with company matching.
• Great medical, vision, and dental plans to choose from.
• Long-term and Short-term disability.
• Additional benefit options (Employee Assistance Program, Pet Insurance, and more).
• Flexible Spending Accounts.
• Generous PTO and Paid Floating Holidays.
• A fun company culture with tremendous growth opportunities!