Administrative Assistant (supporting Marketing and Business Development leadership)

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 Marketing & Business Development Administrative Assistant provides high-level administrative and operational support to the Marketing & Business Development team. This role contributes to the successful execution of key initiatives, including events, budgeting processes, and data management, as well as the operational effectiveness of the department as a whole. ensuring seamless coordination, accurate reporting, and high-quality deliverables in a fast-paced professional services environment.

This role offers the opportunity to work closely with senior marketing and business development leaders, gain exposure to high-impact client initiatives and cross-functional collaboration, and develop skills across marketing operations, event management, financial processes, and CRM systems within a dynamic and growth-oriented team.

This is an administrative role requiring strong organizational and coordination skills, attention to detail, and the ability to support multiple stakeholders and priorities effectively.

Job Relationships

Reports to the Manager of Legal Executive Assistant and Paralegal Services, with supervisory input from the Marketing & Business Development directors and Chief Marketing Officer. Serves as a liaison between internal stakeholders, external vendors, and administrative staff, operating under the direction of department leadership.

Key Responsibilities

Administrative & Operational Support

• Provide day-to-day administrative support to the Marketing & Business Development team and leadership
• Assist in managing scheduling for team meetings, events, and department activities, including logistics, catering, and A/V
• Coordinate virtual meetings (Zoom, Teams, WebEx)
• Prepare, format, proofread, and edit presentations, reports, and correspondence
• Maintain organized records, files, and departmental documentation
• Coordinate travel arrangements and itineraries
• Support onboarding logistics and general administrative needs
• Manage the department’s vacation schedule and provide support to leadership in ensuring appropriate coverage in teams

Event & Marketing Coordination

• Assist in coordinating logistics and execution of marketing and business development events, conferences, and client programs
• Support event registrations, materials preparation, vendor coordination, and on-site logistics
• Assist with client gifting and related coordination
• Support internal initiatives, including merchandise and promotional programs

Financial & Budget Support

• Assist with budget tracking, expense coordination, and reconciliation activities
• Process invoices and support timely submission and approvals
• Assist in reconciling credit card expenses and vendor invoices
• Support monthly and ad hoc financial reporting with accurate data

CRM & Data Management

• Provide support in maintaining and updating CRM systems (e.g., InterAction), including contacts, activities, and mailing lists
• Assist in tracking business development activities, media mentions, and client engagement
• Support the preparation of regular and ad hoc reports

Vendor & Contract Coordination

• Assist with contract submissions, tracking, and approvals through contract management systems
• Liaise with vendors on logistics, billing, and deliverables
• Maintain organized records of contracts and agreements

Project & Team Coordination

• Support project tracking tools (e.g., Asana) to help ensure tasks are current and accurate
• Assist in coordinating team meetings, agendas, and follow-ups
• Maintain departmental resources, including organizational charts and directories
• Support special projects and ad hoc requests as needed

Qualifications

Education

• Bachelor’s degree preferred; equivalent experience considered

Experience

• 2–4 years of administrative, operations, or coordination experience in marketing, business development, or professional services
• Experience in a legal or professional services environment preferred
• Demonstrated ability to support multiple stakeholders and manage competing priorities

Skills & Competencies

• Strong organizational and coordination skills with the ability to manage multiple priorities in a fast-paced environment
• Proficiency in Microsoft Office, particularly Excel (formulas, formatting, and reporting)
• Strong PowerPoint skills, with a keen interest in visual storytelling
• Experience with CRM and financial systems (e.g., InterAction, Chrome River) preferred; ability to learn new tools quickly
• Excellent written and verbal communication skills
• Strong interpersonal and stakeholder support skills
• High level of professionalism, discretion, and confidentiality
• Detail-oriented with strong accuracy and follow-through
• Proactive, resourceful, and able to perform effectively under pressure

Success in This Role

• Provides reliable, high-quality administrative and operational support to the team
• Actively identifies opportunities to improve processes and embraces the firm’s new AI technologies to increase efficiency
• Contributes positively to a collaborative, high-performing team culture and demonstrates a genuine interest in supporting the firm's growth
• Contributes to the smooth execution of department-led events and initiatives
• Maintains accurate and timely financial and CRM data
• Demonstrates strong organization, responsiveness, and attention to detail across responsibilities
• Ability to work well in a team and proactively seek out opportunities to learn