Administrative Coordinator

Manatt, Phelps & Phillips, LLP; San Diego (CA); Hybrid; USD 90,000 - 115,000; Full time

Benefits offered by this job

Hybrid work schedule

Benefits package

Job summary

Manatt, Phelps & Phillips, LLP seeks a highly organized executive assistant to support the CEO/Managing Partner in a high-visibility role within a premier professional services firm. You will manage a complex calendar, travel logistics, and communications with discretion and professional poise.

This role requires a minimum of 5 years of senior-level administrative support, experience in a professional services environment, and advanced proficiency in MS Office.

Qualifications

• Bachelor’s degree in business or related field preferred.
• Minimum of 5 years of high-level administrative support to senior leaders.
• Experience in a law firm, consulting firm, professional services firm, or similar complex client-service environment preferred.
• Exceptional organizational, interpersonal, and written and verbal communication skills.
• Demonstrated ability to manage multiple projects and prioritize competing needs in a deadline-driven environment.
• Ability to anticipate needs, address problems, and move work forward with limited direction.
• Ability to handle sensitive and confidential matters with discretion.
• Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
• Hybrid work schedule requiring in-office presence Monday through Thursday, with one optional remote day on Friday.
• Willingness to travel to all Firm office locations as needed.

Responsibilities

• Manage a complex calendar and adjust schedules as priorities change.
• Coordinate complex travel arrangements and itineraries with logistics.
• Anticipate needs and move work forward with limited direction.
• Exercise sound judgment when handling sensitive matters.
• Process expense reports and manage reimbursements.
• Support ad hoc projects and other duties as assigned.
• Serve as primary contact for internal and external stakeholders.
• Build and maintain effective working relationships at all levels of the Firm.
• Represent the Office of the CEO/Managing Partner with professionalism and discretion.
• Coordinate meetings and events for CEO/MP, including agendas and briefing materials.
• Maintain organized files and records for correspondence, reports, presentations, and meeting materials.
• Track action items, deadlines, and follow-up from meetings.

Skills

Calendar management

Travel coordination

Discretion and confidentiality

Stakeholder communication

Multi-project prioritization

Hybrid work experience

Team collaboration

Education

Bachelor’s degree in business or related field

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Teams

Job description

With eleven offices across the United States, 500+ professionals and 350+ business professionals, Manatt, Phelps & Phillips, LLP is a multidisciplinary, integrated national professional services firm known for quality and an extraordinary commitment to clients. The firm's groundbreaking approach brings together legal services, advocacy and business strategy. This approach differentiates Manatt from its competitors and positions the firm to provide a distinct and compelling value proposition.

The Opportunity

Manatt, Phelps & Phillips LLP has an exciting opportunity for a highly organized, proactive, service-oriented and business-minded professional to support the CEO/Managing Partner in a high-visibility role.

This position will provide high level professional support across multiple areas including scheduling, meetings, travel, communications and follow-through on key commitments and leadership priorities serving as a primary point of contact for internal and external stakeholders.

The ideal candidate is a resourceful problem solver who anticipates needs, exercises sound judgment, builds strong relationships, and thrives in a fast-paced professional services environment. This individual will support the CEO/Managing Partner through thoughtful coordination, clear communication, and high-level administrative support while maintaining the highest level of professionalism, discretion, and confidentiality.

Key Responsibilities

Administrative Support & Coordination

Manage a complex calendar, proactively resolving conflicts and adjusting schedules as priorities change.

Manage complex travel arrangements and detailed itineraries, thoughtfully coordinating logistics and schedules, anticipating potential disruptions, and adapting plans quickly to changing priorities.

Anticipate needs and move work forward with limited direction.

Exercise sound judgment when handling sensitive and confidential matters.

Process expense reports and manage reimbursements.

Support and complete ad hoc projects and other duties as assigned.

Serve as a primary point of contact for internal and external stakeholders.

Build and maintain effective working relationships at all levels of the Firm.

Represent the Office of the CEO/Managing Partner with professionalism, discretion, and exceptional service, communicating effectively with all individuals internally and externally.

Coordinate schedules, participants, locations, technology, materials, and other logistics for CEO/MP related meetings and events.

Organize and circulate agendas, briefing materials, presentations, and other meeting materials for CEO/MP related meetings and events.

Maintain organized files and records for correspondence, reports, presentations, and meeting materials.

Track action items, deadlines, commitments, and follow-up needs arising from meetings.

Qualifications

Bachelor’s degree in business or a related field preferred.

Minimum of 5 years of experience providing high-level administrative support to senior leaders.

Previous experience in a law firm, consulting firm, professional services firm, or similarly complex client-service environment strongly preferred.

Exceptional organizational, interpersonal, and written and verbal communication skills.

Demonstrated ability to manage multiple projects and prioritize competing needs in a deadline-driven environment.

Proven ability to anticipate needs, address problems, and move work forward with limited direction.

Ability to handle sensitive and confidential matters with discretion.

Demonstrated ability to work effectively with individuals at all levels of an organization.

Strong attention to detail and commitment to accuracy.

Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams.

Understanding of client service within a professional services organization and a commitment to exceeding expectations.

Demonstrated reliability and the ability to work independently and collaboratively within a hybrid work environment. The Firm operates on a hybrid work schedule requiring in-office presence Monday through Thursday, with one optional remote day permitted on Friday. All employees must remain available for onsite work up to five days per week as business needs dictate. This schedule is subject to change; flexibility is required.

Willingness and ability to travel to all Firm office locations as needed

The base annual pay range for this role is between $90,000-$115,000. The base pay to be offered will vary and depend on skills and qualifications, experience and location.A full range of medical, financial and/or other benefits dependent on the position will also be offered.

EEO/AA EMPLOYER/Veterans/Disabled

Manatt is an equal opportunity employer, dedicated to a policy of non-discrimination in employment on any basis including race, color, physical or mental disability, religion, creed, national origin, citizenship status, ancestry, sex or gender (including gender identity, gender expression, status as a transgender or transsexual individual, pregnancy, childbirth, or related medical conditions), age (over 40), genetic information, past, current, or prospective service in the uniformed services, sexual orientation, political activity or affiliation, genetic or and any other protected classes or characteristic protected under applicable federal, state, or local law. Consistent with the American Disabilities Act, applicants may request accommodations needed to participate in the application process.

This employer will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each newemployee’s Form I-9 to confirm workauthorization.

IMPORTANT: If the Government cannotconfirm that you are authorized to work,this employer is required to provide youwritten instructions and an opportunityto contact SSA and/or DHS before taking adverse action against you, includingterminating your employment.

Employers may not use E-Verify to pre-screen job applicants or to re-verify current employees and may not limit or influence the choice of documents presented for use on the Form I-9.In order to determine whether Form I-9 documentation is valid, this employer uses E-Verify’s photo screening tool to matchthe photograph appearing on somepermanent resident and employmentauthorization cards with the official U.S.Citizenship and Immigration Services’ (USCIS) photograph.If you believe that your employer hasviolated its responsibilities under thisprogram or has discriminated againstyou during the verification processbased upon your national origin orcitizenship status, please call the Office of Special Counsel at1-800-255-7688 (TDD: 1-800-237-2515).