Administrative Coordinator

Talentify; Richmond (VA); On-site; USD 69,000 - 91,000; Full time

Job summary

Hunton Andrews Kurth LLP is seeking an Administrative Coordinator to provide executive support to the Chief Administrative Officer and CIO. The role includes calendar management, email handling, travel coordination, and cross-department coordination to ensure timely delivery of initiatives.

Responsibilities also cover preparing confidential materials, drafting communications, and supporting financial tasks such as reimbursements and reporting.

Qualifications

• Education: High school diploma or equivalent; college degree preferred.
• Minimum of three years' related experience, preferably in a law firm or professional services.
• Proficiency in Microsoft Office required.

Responsibilities

• Provide administrative support to the Chief Administrative Officer and CIO, managing calendars, email inboxes, contacts, and calls.
• Schedule appointments, meetings, conference calls, and events, coordinating logistics and travel as needed.
• Track strategic priorities, action items, timelines, and deliverables across departments.
• Prepare, edit, and distribute confidential materials, reports, and presentations.
• Assist with reimbursements, invoices, and reporting; manage electronic records in firm systems.

Skills

Microsoft Office

Written and verbal communication

Organization skills

Time management

Education

High school diploma or equivalent

College degree preferred

Tools

iManage

Egnyte

Email management software

Job description

Leadership and Administrative Support

The Administrative Coordinator will provide overall administrative support to the Chief Administrative Officer and Chief Information Officer. Responsibilities include managing calendars, email inboxes, contacts, telephone communications, and internal and external mail. The position will respond to inquiries from firm leadership, lawyers, senior management, and staff, exercising sound judgment and directing matters to the appropriate person or department as needed.

Scheduling, Meetings, and Events

The Administrative Coordinator will schedule appointments, meetings, conference calls, and social functions, and coordinate related logistics such as conference rooms, building access, audiovisual needs, catering, travel, and deliveries. The position will also assist with planning firmwide team meetings, social events, team-building activities, and retreats, including arrangements for venues, lodging, meals, and travel where needed.

Project and Strategic Coordination

This role will help track strategic priorities, action items, timelines, and deliverables across departments, supporting the timely implementation of projects and objectives. The Administrative Coordinator will develop and maintain professional relationships across the firm, facilitate communication, and coordinate simultaneous deliverables with appropriate follow-through.

Written Materials and Communications

Responsibilities include preparing, editing, proofreading, and distributing communications, reports, presentations, spreadsheets, charts, and other confidential materials. The position will also conduct preliminary reviews and prepare drafts of internal and external questionnaires regarding the firm's AI tools, using available documentation and resources, identifying gaps, and routing completed drafts for final review.

Financial and Reporting Support

The Administrative Coordinator will prepare expense reimbursements, invoices, and payment requests in accordance with firm policies and procedures. The role will use Excel to prepare financial analyses, develop and standardize reports, create templates, and compile information from other departments. The position will also manage reports for distribution or posting and organize materials for future reference and retrieval.

Records and Process Management

The position will maintain electronic administrative records in iManage or Egnyte and ensure that relevant emails, documents, and other materials are appropriately filed. The Administrative Coordinator will identify opportunities to synchronize and streamline administrative processes, with a focus on improving efficiency and productivity.

Qualifications

Education: High school diploma or equivalent required. College degree preferred.

Experience: Minimum of three years' job related experience required, including internships, preferably in a law firm, professional services, or other client relationship-based organization. Proficiency in Microsoft Office required.

Other Qualifications: Compliance with Firm in-office policy required. Ability to generate a large volume of work and be capable of making sound decisions in the absence of clear instructions. Exceptional written and verbal communication and listening skills. Accurate typing, word processing skills and ability to pay strict attention to detail. Spelling, punctuation and use of grammar must be of high quality. Must have strong organizational skills. Ability to work well under pressure, patience, diplomacy, high stress tolerance, ability to prioritize workload and adapt to changing conditions. Visual acuity needed for transcription, extensive reading and moderate or advanced keyboard usage. Ability to sit or stand for extended periods of time. Ability to receive and convey detailed information through both written and oral communications. Ability to lift, carry, reach, stoop or bend, at times repetitively, for tasks involving filing or movement of files/supplies weighing up to 5-10 pounds. Essential competency processes include language ability, reasoning and memory. Ability to maintain flexibility regarding work assignments to work overtime on short notice required. Ability to work in a cooperative manner as a member of a team. To perform this job successfully, the incumbent must possess the abilities or aptitudes to proficiently perform each of the responsibilities and accountabilities described above, with or without reasonable accommodation.

The expected salary range for Richmond, VA based employees is $68,500 - $90,500, though salaries for employees based outside of Richmond, VA may differ. Beyond an employment candidate's physical location, salary offers may be based on a number of factors, including, but not limited to, education, training and/or experience.

EEO/drug-free workplace/E-Verify participant/Veteran/Disability.

Please view the Equal Employment Opportunity Poster here.

The information offered on this site does not constitute an express or implied contract, and may be modified or revoked without notice at the discretion of Hunton Andrews Kurth LLP.

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