Billing, Budgeting & Outside Counsel Spend Management
• 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.
Executive Administrative Support
• 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.
Paralegal & General Legal Support
• 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.
Litigation, Dispute & Claims Support
• 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.
Consumer & Regulatory Escalations
• 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.
Confidentiality & Cross-Functional Coordination
• 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.