Legal Billing and Administrative Assistant

Legal Billing and Administrative Assistant

New York, NY, United States

Fanatics Commerce is the global leader in licensed sports merchandise, operating a vertically integrated platform that designs, manufactures, and delivers officially licensed apparel, jerseys, headwear, and collectibles for major leagues, teams, and events worldwide. With more than 900 e-commerce sites and a global omnichannel presence across digital, in-venue, and retail, Fanatics Commerce reaches fans in over 180 countries and powers official fan experiences for many of the world's most iconic sports properties.

At Fanatics, we bring our BOLD Leadership Principles to life every day - building championship teams, obsessing over fans, acting with entrepreneurial speed, and delivering with a determined and relentless mindset.

As we continue to scale our global platform, the Legal Assistant will play a critical role in managing outside counsel billing, legal department operations, and executive administrative support for Fanatics Commerce.

The Fanatics Commerce Legal Department is seeking a highly organized and detail-oriented professional to support the department’s outside counsel billing, core paralegal functions and executive administrative needs. This individual will work closely with Legal leadership, Finance, Accounts Payable, outside counsel, and attorneys across the department to ensure invoices are processed accurately and on time, legal spend is tracked against budget, and department leadership receives reliable administrative and matter support.

The role will also provide backup support for litigation and disputes, consumer escalations and routine legal matters, as needed. The Legal Assistant delivers impact through BOLD leadership and execution excellence, leveraging data, automation, and AI-enabled insights.

Success is measured by the ability to deliver results through BOLD capabilities and measurable outcomes.

• 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.

• 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…