Administrative Assistant

At Fried Frank, we’re a community of 800 lawyers and 500 business services professionals across New York, Washington, DC, London, Frankfurt, and Brussels. We advise leading corporations, investment funds, and financial institutions on high-stakes M&A, securities, regulatory matters, real estate, and litigation. Our culture is grounded in our core values — excellence, integrity and collaboration — and is designed to foster continuous learning, meaningful mentorship, and lasting professional growth. We are firmly committed to pro bono service and social justice, building on a proud legacy in civil rights. Our inclusive talent strategy is a core part of our broader talent management efforts and we remain steadfast in fostering a workplace where everyone has the opportunity to grow, thrive, and become their best professional and personal selves. Our business services professionals are integral to the firm’s success, driving innovation, operational excellence and exceptional client service across all areas of the firm. We offer competitive compensation and a comprehensive benefits package, including comprehensive medical coverage, retirement plans and health and wellness initiatives designed to support your personal and professional wellbeing. We welcome passionate, driven individuals to join us, and be part of a team where you’ll be supported, inspired and empowered to build an exceptional career.

Position Summary:
The Administrative Assistant provides operational support to the Information Technology department and helps ensure the smooth coordination of day-to-day departmental activities. This role supports IT leadership and team members through scheduling, meeting coordination, invoice processing, onboarding logistics, document management, and vendor support activities.

Duties & Responsibilities:

Administrative & Operational Support

• Provide calendar and scheduling support for the Chief Information Officer (CIO), IT Directors, and their management teams, including coordinating meetings, conference room scheduling, catering requests, and preparation of meeting materials.
• Assist with travel arrangements, itineraries, meeting logistics, and expense submissions.
• Support onboarding logistics in partnership with Human Resources, including scheduling and coordinating equipment requests.
• Maintain electronic files, departmental records, and shared document repositories using Firm-approved systems and platforms.
• Assist with document management processes, including DocuSign coordination, iManage uploads, and support documentation.
• Assist with tracking assignments, deadlines, and departmental activities using Asana or similar tools.

Vendor & Invoice Support

• Assist with vendor paperwork and onboarding documentation.
• Maintain vendor records, agreements, and related documentation.
• Track vendor renewal dates, approvals, and follow-up items.
• Support the collection of required forms and information for vendor setup processes.
• Assist with submitting and tracking invoices for the IT department.
• Monitor the shared Accounts Payable inbox and route communications appropriately.
• Maintain records related to invoices, reimbursements, and vendor payments.
• Respond to routine vendor billing inquiries and follow up on outstanding items as needed.
• Support basic financial tracking and documentation activities for the department.

Qualifications

• Experience providing administrative or departmental support in a professional office environment preferred.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks and work effectively with different teams.
• Comfortable working with invoices, scheduling, and documentation.
• Proficiency with Microsoft Office and general office technology tools.

Education / Experience

• Associate’s or Bachelor’s degree preferred.
• 2–4 years of administrative assistant or office support experience preferred.
• Experience supporting professional services, legal, corporate, or IT environments is a plus.

Skills & Abilities

• Strong organizational and time management skills with the ability to manage multiple priorities.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook) and familiarity with collaboration tools such as Asana or similar platforms.
• Ability to maintain organized records and documentation.
• Attention to detail and ability to follow established processes and procedures.
• Ability to handle confidential information with professionalism and discretion.
• Strong customer service and interpersonal skills when working with internal teams and external vendors.
• Ability to adapt to changing priorities and support a fast-paced department.