Administrative Practice Coordinator

skadden; Los Angeles (CA); Hybrid; USD 55,000 - 85,000; Full time

Job summary

Skadden, Arps, Slate, Meagher & Flom LLP in Los Angeles is seeking an Administrative Practice Coordinator to join our dynamic firm in a hybrid role. The position supports partners, manages calendars, coordinates travel, and assists with billing and client matter communications.

The successful candidate will demonstrate exceptional organization, professional communication, and ability to handle time-sensitive tasks while collaborating with the Partners, Client Accounting, and BDM teams onsite

Qualifications

• Familiarity with complex litigation environment or similar fast-paced setting.
• Ability to provide excellent customer service.
• Demonstrates a high level of professionalism.
• Ability to read, interpret, convey and follow instructions.
• Ability to synthesize information to prioritize and organize tasks.
• Knowledge of firm software (Outlook, Excel including PivotTables, Filters, Conditional Formatting) and PowerPoint; ability to learn new software.

Responsibilities

• Coordinate travel, including visa and passport materials, and manage calendaring requests.
• Enter attorneys' time records, submit expense reports, and assist with vendor invoices.
• Collaborate with Partners and Client Accounting to ensure accurate client billing.
• Support document management and records retention for administrative files, including printing, scanning and quality control.
• Manage high-volume multi-matter calendaring for practice group partners; monitor conflicts and update calendars.

Skills

Customer service

Professionalism

Reading and following instructions

Prioritizing tasks

Outlook

Excel

PowerPoint

Tools

Outlook

Excel

PowerPoint

Job description

We invite you to review our current business services professionals openings to learn about the opportunities available across the firm.

About Us

Skadden, 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 Opportunity

We are seeking an Administrative Practice Coordinator to join our Firm. This position is based in our LA office and is considered a hybrid role.

Responsibilities

• Performs 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 memo s 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.

Qualifications

• Familiarity with complex litigation practice environment or environment requiring similar skillset
• Ability to provide excellent customer service
• Demonstrates high-level of professionalism
• Ability to read, interpret, convey and follow instructions
• Ability to synthesize information in order to prioritize and organize tasks
• Knowledge 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 systems
• Demonstrates effective interpersonal and communication skills, both verbally and