What are the responsibilities and job description for the Executive Legal Administrative Assistant (Highly Skilled in Complex Billing) position at Akerman LLP?
Founded in 1920, Akerman is recognized as one of the nation’s premier law firms, with more than 700 lawyers across the United States.
Akerman is seeking a highly professional Executive Legal Administrative Assistant with demonstrated experience supporting senior attorneys with high-volume client billing. The successful candidate will provide executive-level administrative support while managing complex billing workflows, rate arrangements, and matter administration with exceptional accuracy and discretion. This role requires close coordination with Billing and Finance to ensure timely, accurate, and compliant billing consistent with client guidelines. Must have the ability to perform under pressure while maintaining composure and accuracy.
The firm has adopted a hybrid work environment. This is a full-time position with a required willingness and ability to work extended hours when necessary to meet client and firm deadlines.
Key Responsibilities
Akerman is seeking a highly professional Executive Legal Administrative Assistant with demonstrated experience supporting senior attorneys with high-volume client billing. The successful candidate will provide executive-level administrative support while managing complex billing workflows, rate arrangements, and matter administration with exceptional accuracy and discretion. This role requires close coordination with Billing and Finance to ensure timely, accurate, and compliant billing consistent with client guidelines. Must have the ability to perform under pressure while maintaining composure and accuracy.
The firm has adopted a hybrid work environment. This is a full-time position with a required willingness and ability to work extended hours when necessary to meet client and firm deadlines.
Key Responsibilities
- Executive and Administrative Support
- Provide proactive calendar, meeting, and travel management for assigned attorney(s) and, as needed, practice leaders.
- Prepare, edit, and format correspondence, memoranda, and presentations with strict attention to detail and deadlines.
- Coordinate matter intake and new matter openings, ensuring accurate data capture and compliance with internal controls.
- High-Volume Billing and Rate Management
- Coordinate and support client billing process:
- Proof pro forma bills (spelling, consistency, grammar, etc.)
- Accumulate comments from attorneys working on each matter
- Manage accounting response to revision process
- Prepare transmittal correspondence and billing summary, if any
- Proactively monitor for rate transfer failures or exceptions and resolve issues prior to bill issuance.
- Partner closely with Billing and Finance on write-offs, write-downs, transfers, split billing, consolidated invoices, accruals, and all special billing arrangements.
- Time Entry and Compliance
- Support timely, accurate time entry for assigned attorney(s), ensuring compliance with client task codes, LEDES, and narrative requirements.
- Track and follow up on missing or late time; assist with year-end and month-end closing activities.
- Expense and Vendor Management
- Process high-volume expense reimbursements; ensure documentation complies with firm policy.
- Coordinate third-party vendor invoices, pass-through costs, and cost recovery with appropriate approvals and coding.
- Matter and Document Management
- Maintain organized, secure digital and paper filing using firm DMS (e.g., iManage).
- Assist with engagement letters, budgets, accruals, rate approvals, and updates in relevant systems.
- Demonstrated experience (7 years) as a legal administrative/executive assistant in a law firm or professional services environment supporting attorney(s) with high-volume billing.
- Hands-on experience with enterprise legal billing systems (e.g., Elite 3E; 3E Proforma or comparable paperless proforma tools).
- Strong understanding of client billing guidelines, LEDES task codes, alternative fee arrangements, split billing, and e-billing portals.
- Advanced proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint) and PDF tools; strong Excel skills for reconciliations and reporting.
- Familiarity with document management systems (e.g., iManage) and expense management software (e.g., Chrome River or similar).
- Familiarity with Adobe and Docusign are essential.
- Exceptional accuracy, organization, and follow-through; proven ability to manage competing priorities and tight deadlines in a fast-paced environment.
- Clear, professional written and verbal communication skills; ability to collaborate effectively with attorneys, Billing, Finance, and clients.
- High degree of discretion and professionalism in handling confidential information.