Administrative Practice Coordinator

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

Benefits offered by this job

Bonuses

Health care

401(k)

Paid time off

Parental leave

Learning opportunities

Well-being programs

Job summary

Skadden, Arps, Slate, Meagher & Flom LLP seeks an Administrative Practice Coordinator in Los Angeles. The role supports senior partners, coordinates travel and calendars, and handles drafting of engagement letters and new matter memos.

Requirements include a Bachelor’s degree, at least two years in a law firm or professional services environment, and proficiency with Outlook, Excel, and PowerPoint. The position is hybrid with in-office four days a week.

Qualifications

• Familiarity with complex litigation environment or 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 to prioritize and organize tasks.
• Knowledge of firm software (Outlook, Excel incl. PivotTables, PowerPoint).
• Demonstrates effective interpersonal and written communication; maintains calm demeanor.
• Demonstrates close attention to detail.
• Ability to handle multiple projects with shifting deadlines.
• Ability to handle confidential matters.
• Ability to work well under pressure.
• Ability to work independently and in a team.
• Flexibility to adjust hours to meet business needs.

Responsibilities

• Coordinate travel, visas and scheduling with time-sensitive deadlines.
• Enter time records and process vendor invoices.
• Support client billing with Partners and Client Accounting.
• Manage document control, printing, scanning and retention.
• Maintain high-volume calendars for partners and bios.
• Monitor partner inbox and compile end-of-day items.
• Prepare weekly matter reports and circulate numbers to teams.
• Flag and route billing emails to the billing team.
• Prepare engagement letters and new matter memos.
• Assist with business development materials and events.
• Track and report BD activities to the BDM team.
• Assist with charitable donation requests.
• Coordinate monthly practice group meetings and training.
• Monitor docket and calendar notices for the practice group.
• Coordinate conference sponsorships and participation.
• Support conference services for meetings.
• Greet clients and visitors; maintain professional relationships.
• Ensure firm resources are used efficiently.
• Comply with firm operations and policies.
• Maintain a four-day-a-week office presence for administrative tasks.
• Assist partners as needed.

Skills

Customer service

Professionalism

Instruction reading

Prioritization

Interpersonal communication

Attention to detail

Multitasking

Confidentiality

Teamwork

Work under pressure

Education

Bachelor's degree

Two years law firm experience

Tools

Outlook

Excel

PowerPoint

InterAction

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 Accountingto ensure up-to-date and accurate client billing.
• Supports document management and records retentionfor administrative files, and performs printing, scanning, duplicating, and quality control tasks as needed.
• Manages high-volume, multi-matter calendaringfor 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 reportswith 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 communicationsto 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 memosfor 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 teamto draft and distribute key information to the practice group, coordinate monthly practice group meetings, and facilitate group training.
• Monitors docket and calendar noticesfrom Managing Law Clerks and highlights matters of interest for the practice group.
• Coordinates sponsorship forms and conference participationfor 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 in writing and maintains a calm and professional demeanor
• Demonstrates close attention to detail
• Ability to handle multiple projects and assignments with shifting responsibilities and deadlines
• Ability to handle sensitive matters and maintain confidentiality
• Ability to work well under pressure
• Ability to work well in a demanding and fast-paced environment
• Ability to work well independently as well as effectively within a team
• Flexibility to adjust hours and work the hours necessary to meet operating and business needs

Education and Experience:

• Bachelor's degree
• Minimum of two years of related experience in a law firm or professional services environment

Culture & Life at Skadden

What 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.

Benefits

The 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-benefits

The 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 - $100,000

EEO Statement

Skadden 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.

Skadden Equal Employment Opportunity Policy

Applicants Have Rights Under Federal Employment Law

Applicants Have Rights Under Federal Employment Law

Applicants Have Rights Under California Law

Applicants Have Rights Under California Law

In accordance with the Transparency in Coverage Rule, click here to review machine-readable files made available by UnitedHealthcare: Transparency in Coverage

Skadden 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.