Administrative Practice Coordinator

Skadden,-Arps,-Slate,-Meagher-; Los Angeles (CA); Hybrid; USD 85,000 - 100,000; Full time

Benefits offered by this job

Competitive salary

401(k)

Parental leave

Hybrid work model

Wellness programs

Job summary

Skadden, Arps, Slate, Meagher & Flom LLP in Los Angeles seeks an Administrative Practice Coordinator for a hybrid role. You will coordinate travel and calendars for partners, handle time records and expenses, and support client billing with the billing team.

The position offers collaboration with Partners, Client Accounting, and BD&M. The role requires a Bachelor's degree with at least two years in a law firm or professional services setting, strong customer service and confidentiality

Qualifications

• Bachelor's degree and at least two years of related experience in a law firm or professional services environment.
• Strong customer service and professionalism.
• Ability to read, interpret, convey and follow instructions; prioritize tasks.
• Proficient with Outlook, Excel, and PowerPoint; learn new software quickly.
• Maintain confidentiality and handle sensitive matters with discretion.

Responsibilities

• Coordinate travel, visas, and calendars for partners under tight deadlines.
• Enter attorneys' time records, expense reports, and assist with vendor invoices.
• Support client billing processes and engagement letters for new matters.
• Manage high-volume partner inbox and daily open-item lists for review.
• Prepare materials for presentations, pitches, and conferences with BD&M input.
• Assist Business Development by building contact lists in InterAction and tracking activities.

Skills

Customer service

Time management

Professionalism

Communication

Attention to detail

Interpersonal skills

Education

Bachelor's degree

Tools

Outlook

Excel

PowerPoint

PivotTables

InterAction

Job description

We invite you to review our current business services professionals openings to learn about the opportunities available across the firm.About UsSkadden, Arps, Slate, Meagher & Flom LLP has forged a reputation as one of the most prestigious law firms in the world. Relying on innovation, intellect, teamwork and tenacity, our lawyers deliver the highest quality advice and novel solutions to our clients’ legal issues. We are known for handling the most complex transactions, litigation/controversy issues, and regulatory matters, as well as for the strong partnerships we build with clients and each other. Our attorneys, who reflect a broad range of experiences and perspectives, work together seamlessly across 50-plus practices and 21 offices in the world’s major financial centers.The OpportunityWe are seeking an Administrative Practice Coordinator to join our Firm. This position is based in our LA office and is considered a hybrid role.ResponsibilitiesPerforms various complex assignments under time-sensitive deadlines, such as coordinating travel (including visa and passport materials) and managing calendaring and scheduling requests.Enters attorneys' time records, submits expense reports and assists with processing and payment of vendor invoices.Collaborates with Partners and Client Accounting to ensure up-to-date and accurate client billing.Supports document management and records retention for administrative files, and performs printing, scanning, duplicating, and quality control tasks as needed.Manages high-volume, multi-matter calendaring for practice group partners, including monitoring for call conflicts, blocking travel time, and updating calendars with partner bios, drafted talking points, and conference agendas.Maintains and monitors a high-volume partner inbox, flagging unread, unaddressed, and time-sensitive items, re-surfacing emails requiring attention, and compiling end-of-day open-items lists for partner review.Drafts and compiles weekly new matter reports with case/matter descriptions and assigned attorney and paralegal teams and circulates newly opened suspense numbers and client/matter numbers to assigned case teams.Flags and routes client billing communications to the billing team, including emails regarding client claim numbers, budget requests, status reports, alternative fee arrangement (AFA) discussions, invoice breakdown requests, incoming new matters, conflicts assessments, and reduced invoices.Prepares engagement letters and new matter memos for new clients and matters and assists with the new-business conflicts process.Prepares materials for presentations, pitches and conferences, working closely with relevant partners and the Business Development & Marketing (BDM) department.Supports Business Development efforts by entering activities, maintaining contact records, and assembling targeted mailing lists in InterAction.Proactively tracks and reports Business Development meetings and activities to the BDM team.Assists with Charitable Donation Requests, ensuring the proper process is followed.Collaborates with the People Strategy team to draft and distribute key information to the practice group, coordinate monthly practice group meetings, and facilitate group training.Monitors docket and calendar notices from Managing Law Clerks and highlights matters of interest for the practice group.Coordinates sponsorship forms and conference participation for upcoming industry events on behalf of practice group partners.Coordinates with Conference Services for internal and client meeting requests, including but not limited to audio-visual, catering services and external vendors.Receives and interacts with incoming clients and visitors.Demonstrates effective interpersonal, written and verbal communications skills to facilitate effective work relationships with others.Manages Firm resources responsibly.Complies with and understands Firm operations, policies and procedures.Maintains a reliable physical presence in the office four days a week to perform administrative functions and support services, maintaining physical files, and client services.Assists with partners work when required.Partner with Practice Group Litigation Executive Assistant to ensure tasks and assignments are completed.Performs other related duties as assigned.QualificationsFamiliarity with complex litigation practice environment or environment requiring similar skillsetAbility to provide excellent customer serviceDemonstrates high-level of professionalismAbility to read, interpret, convey and follow instructionsAbility to synthesize information in order to prioritize and organize tasksKnowledge of relevant Firm computer software programs (e.g., Outlook, Excel (including, but not limited to, PivotTables, Filters, Conditional Formatting) and PowerPoint) with the ability to learn new software and operating systemsDemonstrates effective interpersonal and communication skills, both verbally and in writing and maintains a calm and professional demeanorDemonstrates close attention to detailAbility to handle multiple projects and assignments with shifting responsibilities and deadlinesAbility to handle sensitive matters and maintain confidentialityAbility to work well under pressureAbility to work well in a demanding and fast-paced environmentAbility to work well independently as well as effectively within a teamFlexibility to adjust hours and work the hours necessary to meet operating and business needsEducation and Experience:Bachelor's degreeMinimum of two years of related experience in a law firm or professional services environmentCulture & Life at SkaddenWhat makes Skadden special is our people and the culture, community and spirit of collaboration we have created. We believe in teamwork and inspiring each other to be our best in an atmosphere that promotes professionalism and excellence in all that we do. We know that inclusion and drawing on the strength of a wide spectrum of talent only make us better and is vital to the firm's success. Our goal is for everyone at the firm to enjoy a challenging career with opportunities for development and growth and to support the well-being of our attorneys and business services professionals.BenefitsThe overall well-being of our team is important to us. We offer generous benefits to help you achieve wellness in all areas of your life.Competitive salaries and year-end discretionary bonuses.Comprehensive health care (medical, dental, vision), savings plan/401(k) and voluntary benefits.Generous paid time off.Paid leave options, including parental.In-classroom, remote, and on-demand learning and professional development opportunities.Robust well-being classes and programs.Opportunities to give back and make an impact in local communities.For further details, please visit: https://www.skadden.com/careers/staff/employee-benefitsThe starting base salary for this position is expected to be within the range listed under Salary Details. Actual salary will be determined based on skills, experience (to the extent relevant) and other-job related factors, consistent with applicable law. This position is eligible for overtime pay and may be eligible for a discretionary year-end bonus.Salary Details$85,000 - $100,000EEO StatementSkadden is an Equal Opportunity Employer. It does not discriminate against applicants or employees based on any legally impermissible factor including, but not limited to, race, color, religion, creed, sex, national origin, ancestry, age, alienage or citizenship status, marital or familial status, domestic partnership status, caregiver status, sexual orientation, gender, gender identity or expression, change of sex or transgender status, genetic information, medical condition, pregnancy, childbirth or related medical conditions, sexual and reproductive health decisions, disability, any protected military or veteran status, or status as a victim of domestic or dating violence, sexual assault or offense, or stalking.Applicants who require an accommodation during the application process should contact Alex Taylor at [phone].Skadden Equal Employment Opportunity PolicySkadden Equal Employment Opportunity PolicyApplicants Have Rights Under Federal Employment LawApplicants Have Rights Under Federal Employment LawIn accordance with the Transparency in Coverage Rule,Transparency in CoverageApplicants Have Rights Under California LawApplicants Have Rights Under California LawSkadden will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance.