Administrative Project Coordinator
Skadden, Arps, Slate, Meagher & Flom LLP
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Benefits offered by this job
Job summary
Skadden, Arps, Slate, Meagher & Flom LLP in New York seeks an Administrative Project Coordinator to provide concierge-style support to attorneys, handling travel, document management, business development, and complex tasks on a hybrid schedule.
The role requires a Bachelor's degree, at least two years in a law or professional services firm, proficiency in Outlook, Excel, PivotTables and PowerPoint, and NY Notary status within six months.
Qualifications
- Bachelor's degree and two years' related experience in a law or professional services firm.
- Notary Public licensed in NY or able to obtain within six months.
- Proficiency with Outlook, Excel (including PivotTables, Filters, Conditional Formatting) and PowerPoint.
- High level of professionalism and discretion handling confidential information.
- Excellent written and verbal communication; able to work independently and in a team.
Responsibilities
- Provide concierge-style, high-level assistance to attorneys under tight deadlines.
- Coordinate travel, including visa materials and passport renewals.
- Troubleshoot software/hardware with technology staff as needed.
- Assist with document management, records retention, and presentations.
- Develop project strategies for efficient task completion.
- Coordinate with internal departments and multiple offices, domestic and international.
- Enter time records and submit expense reports for attorneys.
- Assist with calendaring, scheduling, and administrative requests.
- Support vendor invoices processing and payments.
- Open, read, and route mail; manage office operations and logistics.
Skills
Education
Tools
Job description
We are seeking an Administrative Project Coordinator to join our Firm. Within this position, you will be responsible for concierge-style, high-level assistance to attorneys, which includes handling administrative tasks, travel arrangements, document management, business development, and other complex tasks and projects. This position will be based in our New York office and has a hybrid in-office/remote working schedule.
- Perform assignments that are varied and complex in nature, often while under time-critical deadlines.
- Coordinate complex travel requests including, but not limited to, the procurement of visa-related materials and passport renewal applications.
- Troubleshoot software and hardware being used by attorneys, in consultation with technology staff.
- Assist with document management and records retention for administrative files.
- Develop project strategies to ensure efficient completion of tasks.
- Consult with the Firm's support departments and internal staff at all levels, verifying the accuracy of completed work.
- Acquire and deploy an understanding of all practice areas of the Firm along with knowledge of practice-specific tasks.
- Coordinate with other Firm offices, both domestic and international, as required.
- Assist with Department initiatives and special projects.
- Assure that all completed projects adhere to accepted professional standards.
- Assist with preparing materials for presentations and conferences.
- Enter attorneys' time records and submit attorneys' expense reports.
- Assist with attorneys' calendaring and scheduling requests.
- Assist with attorneys' administrative requests.
- Perform responsibilities of other support services when needed, including printing, scanning, duplicating, quality control, faxing, and hand-delivering packages.
- Organize and facilitate conference and video calls.
- Answer, screen, place phone calls, and take detailed messages.
- Monitor, assign, and complete job requests received through the Supplemental Work Assistance Team service.
- Assist with processing and payment of vendor invoices.
- Open, read, and route mail, as directed.
- Demonstrate strong interpersonal, written and verbal communication skills to facilitate effective work relationships with others.
- Manage Firm resources responsibly.
- Comply with and understand Firm operations, policies and procedures.
- Perform other related duties, as assigned.
- Prepare engagement letters and new matter memos for new clients and matters.
- Assist with new-business conflicts process.
- Assist in promoting business development, entering contacts, and business activities in InterAction and coordinating with Marketing department, as required.
- Coordinate with Conference Services for internal and client meeting requests, including but not limited to audio-visual, catering services, and external vendors.
- Coordinate client-related business meals and maintains up-to-date knowledge of Firm- and attorney-preferred restaurants.
- Receive and interact with incoming clients and visitors.
- Ability to provide upper-margin customer service.
- Ability to synthesize information so as to prioritize and organize tasks.
- High proficiency with relevant Firm computer software programs such as Outlook, Excel (including, but not limited to, PivotTables, Filters, Conditional Formatting) and PowerPoint, with the ability to learn new software and operating systems.
- High level of professionalism.
- Flexibility and willingness to perform a wide range of tasks extending beyond routine expectations.
- Initiative and confidence to assume a high level of responsibility in a fast-paced environment.
- Ability to handle confidential/sensitive matters.
- Ability to read, interpret, convey and follow instructions.
- Excellent attention to detail; is neat and accurate.
- Ability to communicate effectively and maintain a calm and professional demeanor.
- Ability to work well independently, as well as effectively, within a team.
- Ability to handle multiple projects, assignments and shifting responsibilities and deadlines.
- Ability to work well under pressure.
- Strong organizational skills.
- Flexibility to adjust hours and work the hours necessary to meet operating and business needs.
- Flexibility to travel as required.
- Ability to work in office.
- Must be a Notary Public licensed in New York State or able to obtain a commission within six months of joining the Firm.
- Bachelor's Degree.
- Minimum two years' related experience in a law or professional services firm.
- 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.
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.
85,000 - 100,000
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.
Applicants who require an accommodation during the application process should contact Alex Taylor at (212) 735-2176.
Applicants Have Rights Under Federal Employment Law
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