Legal Billing and Administrative Assistant

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.

ROLE OVERVIEW

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.

HOW WILL YOU DRIVE IMPACT

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

Billing, Budgeting & Outside Counsel Spend Management

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.

Executive Administrative Support

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 logistics, budget management, and on-site execution to ensure successful and cost-effective events.

Draft and proofread correspondence, memoranda, presentations, and internal communications.

Paralegal & General Legal Support

Assist attorneys with document preparation, legal research, matter organization, and project coordination.

Maintain organized and accessible corporate records, legal files, and matter documentation within the department's document and matter management systems.

Support routine corporate governance activities, including board resolutions, entity maintenance, and corporate filings.

Provide backup support for routine agreements and contract-related tasks when needed, while the department’s dedicated legal operations and contract-management role retains primary responsibility for those functions.

Handle special projects and other departmental initiatives as assigned.

Litigation, Dispute & Claims Support

Provide backup support to the team member primarily responsible for litigation administration so that litigation and dispute-related work can be handled efficiently during periods of high volume or competing priorities.

Assist with document collection, organization, e-discovery coordination, deadline tracking, subpoenas, demand letters, threatened claims, and outside counsel materials.

Coordinate with internal stakeholders and outside counsel on administrative aspects of litigation, disputes, and other legal inquiries.

Maintain reliable and current matter files and trackers for disputes and claims.

Consumer & Regulatory Escalations

Assist, as needed, with reviewing, investigating, tracking, and coordinating responses to selected consumer complaints, governmental inquiries, demand letters, and similar escalations.

Gather relevant records, communications, transaction history, and input from internal teams to support attorney review and response preparation.

Draft clear and professional routine responses in coordination with attorneys and business stakeholders.

Track deadlines, resolutions, recurring issues, and related documentation, and escalate significant or potentially systemic matters to the appropriate attorney.

Confidentiality & Cross-Functional Coordination

Handle sensitive and confidential legal, financial, consumer, and business information with discretion and professionalism.

Partner effectively with Finance, Accounts Payable, Human Resources, Customer Service, Product, Engineering, Compliance, and other business teams.

Exercise sound judgment, maintain confidentiality, and serve as a responsive, trusted resource by appropriately escalating legal or business matters to attorneys or senior leadership.

AI & DIGITAL CAPABILITY

We are building a future-ready organization. This role is expected to:

Apply AI and technology to improve efficiency, quality, and outcomes

Use data and digital tools to inform decisions and enhance performance

Demonstrate curiosity and adaptability in adopting new technologies and ways of working

Contribute to a culture of innovation and continuous improvement

CAPABILITIES & EXPERIENCE YOU BRING

Required Qualifications:

At least 5 years of relevant experience in legal billing, paralegal support, executive assistance, or a comparable legal role, preferably within an in-house legal department or law firm.

Demonstrated experience with legal invoicing, e-billing systems and outside counsel management (e.g., SimpleLegal, Onit, CounselLink, Legal Tracker, or similar systems).

· Experience with budgeting, forecasting, accruals, or spend reporting strongly preferred.

· Demonstrated experience utilizing AI tools (ChatGPT, Claude, Co-Counsel, Co-Pilot) in a legal workforce.

Exceptional organizational skills and the ability to manage multiple competing priorities across a broad range of responsibilities.

Excellent written and verbal communication skills, with strong attention to detail and the ability to prepare accurate, professional work product.

Strong analytical skills and comfort working with financial data, reports, spreadsheets, and invoice detail.

Demonstrated ability to exercise sound judgment, maintain confidentiality, and appropriately escal