Baker McKenzie

The Administrative Assistant will provide administrative services to attorneys, timekeepers, and secretaries.

Main responsibilities:

Assisting 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 clients

Billing & Financial Workflow Management

• Action billing requests from CRA by approving, editing, finalizing, and routing draft bills in workflow
• Add 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 time
• Collaborate with CRA on WIP and draft bill clean-up projects, including reviewing partner comments and executing required action
• Update tracking tables to reflect completed actions and current status
• Assist in reallocating, transferring, or writing off WIP as instructed to ensure accurate billing before cycle deadlines
• Verify that SAP budgets, engagement letters, and email-agreed fee arrangements are consistent
• Update Intapp and related systems to prevent incorrect or disputed bills from being issued
• Support corrections when discrepancies are identified between budgets and client agreements
• Close matters or restrict them to “time entry only / cost only” as directed
• Confirm matter closure status with Ryan to ensure billing accuracy
• Assist 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 centralized
• Coordinate timing so invoices are sent consistently and in accordance with client requirements
• Participate in billing review discussions and meetings to resolve outstanding issues efficiently

Matter Intake, Compliance & Coordination

• Prepare, submit, and manage New Business Intake NBI) requests, including conflicts checks, Anti‑Money Laundering / Know Your Client (AML/KYC) coordination, and Office Submit progression
• Act as Submitting Assistant for matters, ensuring accuracy of client, matter, and compliance information
• Coordinate Non-Local Working Office matters, including assigning Non-Local Lead Attorneys and distributing matter notifications
• Handle client name changes, DBA verifications, and related maintenance requests
• Prepare engagement letters, which requires frequent client follow-up regarding matter acceptance and confirmation of billing details
• Draft and send new matter emails with required regulatory and local counsel language
• Provide direct administrative support to partners and attorneys, including drafting and sending new matter emails with required regulatory and local counsel language

Partner & Client Support

• Track and follow up on time-sensitive requests to ensure prompt responses and issue resolution
• Serve as a central point of contact between attorneys, internal departments, and external parties
• Relay confirmations, approvals, and clarifications between partners and internal teams
• Coordinate with international and local counsel on cross-border matters
• Circulate Terms of Engagement for Local Counsel and assist with obtaining confirmations
• Request, organize, and compare fee estimates and scopes of work for international matters
• Assist with preparation of comparison charts and summaries for partner review
• Assist the Dispute Resolution Partner with annual partner compensation reports
• Assist with DAC6 surveys regarding tax work for the Dispute Resolution Partner
• Assist 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 Partner
• Run ad-hoc reports for partners and legal teams assigned to BP matters
• Share matter details with attorneys assigned to BP’s new matters and assign Non-Local Lead Attorneys upon request or directive

Expenses, Invoicing & Financial Administration

• Review and reconcile expenses in Emburse, including resolving missing receipts and allocating costs to appropriate cost centers and GL codes
• Coordinate invoice review and approval with Office Services, Facilities, and Finance
• Track and follow up on direct pay invoices and ServiceNow cases through resolution
• Proactively track open items, approvals, pending responses across matters, expenses, and operational requests
• Follow up as needed to ensure issues are resolved, documented, and closed in a timely manner
• Maintain organized communication and clear documentation to support compliance and operational efficiency
• Monitor draft bill notifications and route items appropriately
• Work closely with Accounts Payable on any invoice issues that arise post-submittal
• Enter monthly billback entries

Office Operations & Vendor Coordination

• Liaise with Office Services and Facilities teams regarding vendor invoices, payments, and operational matters
• Assist with storage, maintenance, and service-related requests impacting office operations
• Act 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 requests
• Initiate conflicts checks for all matters and track matter progress until cycle completion
• Work closely with the New Business Intake Request team for any conflicts or matter issues that may arise

Parking, Transit & Access Management

• Process monthly payments for attorney and staff parking and coordinate with parking vendors to activate or deactivate cards
• Process monthly payments for transit cards for all participating employees
• Provide 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 cards
• Verify monthly parking validations and ensure parking is itemized correctly in the billback system

People, Events & Office Administration

• Send PTO requests and calendar invites for legal staff upon management approval
• Assist in organizing annual and holiday events, including collaboration with the design team to create event invites and flyers and distribute calendar invites
• Run monthly attendance reports for all Miami office employees
• Coordinate and delegate secretarial coverage support for Miami and New York offices
• Organize holiday and annual office events with the OA and order décor and event items as needed
• Assist with receiving and greeting clients and internal visitors for meetings and events, including providing office tours as needed

Facilities, Compliance & Special Projects

• Submit new applications to Miami-Dade County and the City of Miami for attorneys joining the Miami office, including associated business license payments
• Process annual business license payments for all attorneys
• Ensure receipt and display of Florida Labor Law Posters
• Send calendar lists and invites for annual Firm holidays
• Process monthly payments for off-site storage once approved by the Facilities Manager
• Provide backup support for office build-out projects and office moves, including attending meetings, taking notes, processing invoices, coordinating logistics, and ordering supplies
• Order office supplies as needed and send proof of payment to vendors upon request
• Work closely with building management regarding access cards, vendor relations, and general office needs
• Assist with coordinating annual inspections (e.g., fire extinguishers) and participate in walkthroughs
• Assist with Administrative Professionals Day celebrations, employee gifts, safety trainings, volunteer initiatives, holiday raffles, and community impact efforts
• Assist with ordering and replenishing supplies for the lactation/nursing room
• Work closely with plant maintenance vendors and process monthly payments
• Attend building events to gather and share relevant information with Miami office employees
• Run local errands as needed for office supplies or events

Skills and experience:

• A bachelor's degree is required
• Strong relevant experience with office administration, preferably in a law firm or professional services environment
• Strong communication, organizational, and problem-solving skills
• Excellent written and spoken English communication skills; additional languages are appreciated
• Strong technical capabilities across Microsoft Office (i.e., Word, Excel, Outlook, Access, PowerPoint)
• Work requires continual attention to detail when completing assignments
• Some analytical ability is required to find solutions to various technological and administrative issues
• Able 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 lines
• Must have a passion for helping others and being a team player
• Able to operate general office equipment, including multifunctional machines for printing, photocopying, scanning, and binding documents

Reports to: Chief Operating Officer

Position type: In Market

Development framework: Business Support

At 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.

Baker 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. Should candidates require any reasonable adjustments and/or accommodations when applying to or interviewing with our Firm, please notify recruitmentservices@bakermckenzie.com 

Pay Transparency 

• This position is bonus eligible and includes benefits such as medical, dental, vision, and 401(k) based on number of hours worked.