Practice Operations Coordinator

K&L Gates LLP incorporated; Washington (District of Columbia); Hybrid; USD 80,000 - 120,000; Full time

Benefits offered by this job

Medical insurance

401(k) plan

Paid time off

Job summary

K&L Gates LLP is seeking a Practice Operations Coordinator in Washington, D.C. to provide high-quality administrative support to the practice operations team.

The role requires a proactive, highly organized self-starter with strong detail orientation and the ability to anticipate needs across multiple calendars and events. You will manage meeting logistics, coordinate with practice area leaders, and assist with Chambers and Legal500 submissions, ensuring timely and accurate deliverables.

Qualifications

• Five plus years’ experience in a high-level administrative support or management position.

Responsibilities

• Develop agendas and materials for high-level meetings for the Practice Operations team and leaders, and coordinate technology support when necessary.
• Manage critical dates on the Practice Operations calendar and schedule meetings and related events across time zones.
• Lead preparation and submission for Chambers and Legal500 submissions, including reference outreach and monitoring responses.
• Organize regular practice group conference calls and action-item follow-up.
• Collaborate with marketing teams across the firm and respond to information requests.
• Maintain the action items tracker and ensure timely follow-up and completion of tasks.
• Oversee coordination of the Fellows Program and the Meet and Greet Program.
• Provide strategic support to the Director of Practice Operations to improve efficiency.

Skills

Administrative support

Project coordination

Communication

Attention to detail

Tools

MS Office (Word, Excel, PowerPoint)

Adobe

Document management system (DMS)

Job description

At K&L Gates, we are looking for smart, imaginative and hard-working people with diverse backgrounds, experiences and ideas to join us. Perhaps our search for talented visionaries and your search for important and impactful work lead to the same place.

The global law firm of K&L Gates is looking for a Practice Operations Coordinator to join the Washington, D.C. office. The Practice Operations Coordinator will provide high-quality administrative support to the practice operations team. The position requires a professional, highly motivated, intellectually curious, organized self-starter with the ability to anticipate needs, maintain attention to detail, and exhibit a deep understanding of practice operations and meeting logistics. The position requires superior command of Firm software including MS Office Suite (Word, Excel, and PowerPoint), Adobe, and the document management system.

KEY RELATIONSHIPS

• Directors of Practice Operations, Practice Area Leaders, Practice Group Leaders, Practice Administrators, Office Managing Partners, Directors of Administration, Firmwide Teams (Finance, Client Growth, HR, Pricing, Matter Management, Technology, etc.)

ESSENTIAL DUTIES

• Develop agendas and materials for high-level meetings with for Practice Operations team, Practice Area Leaders, and practice groups, including development, assembly, dissemination and archiving of agenda and other materials, as well as coordinating technology support when necessary.
• Manage critical dates on the Practice Operations calendar and schedule including organizing meetings and related events, creating invitations for internal and client meetings and events to include all pertinent details (web links, locations, contact information), often liaising across time zones and multiple busy calendars.
• Lead the preparation and submission process for Chambers and Legal500 submissions, including coordinate reference submissions; Managing outreach and preparation of submissions; conducting reference outreach during research period; monitoring and following up on responses from Chambers references.
• Organize regularly scheduled practice group conference calls, as well as initiate follow-up on specific action items arising from those discussions
• Collaborate with marketing professionals throughout the firm, including the communications team, marketing research team, RFP team, events team, and design team, attending meetings, and responding to information requests
• Maintain the action items tracker, ensuring timely follow-up and execution, while ensuring the completion of action items across practice operations
• Oversee the coordination of the Fellows Program and the Meet and Greet Program
• Provide strategic support to the Director of Practice Operations as needed, contributing to the overall efficiency and effectiveness of practice operations

EXPERIENCE & SKILLS REQUIRED

• Five plus years’ experience in a high-level administrative support or management position.
• Experience in a law firm or other professional services firm preferred.
• Must possess superior digital proficiency with a commitment to technological growth.
• Must multitask and prioritize a demanding workflow in a deadline driven environment.
• Must effectively communicate with others by obtaining and sharing information responsibly and in a clear, concise and timely manner.
• Must exhibit personal accountability, attentiveness to detail and a disciplined and conscientious approach to completing assignments.
• Must apply critical thinking and sound judgment to solve problems.
• Must conduct oneself in a highly professional and reliable manner; must exhibit confidence, integrity and composure in all professional interactions.
• Must engage cooperatively with others to achieve shared goals and objectives.
• Must exhibit an excellent presence and demonstrate integrity and professionalism in implementing the Firms client service standards.

ADDITIONAL ABILITIES REQUIRED

• May require lifting up to 25 pounds
• This job operates in an office setting and is largely sedentary, requiring the routine use of a computer and other standard office equipment. The ability to open file cabinets, lift files, bend, and stand on a stool may also be required.
• Frequently work in a fast-paced environment with unscheduled interruptions
• Responsibilities may require adjusted work schedules, overtime, and evening/weekend hours in order to meet firm needs
• Office contact position requiring appropriate business attire
• Carries out responsibilities in an honest, ethical, and professional manner

Compensation Salary $79,868 - $119,802 / year

The compensation salary for this position will be determined during the interview process and will vary based on multiple factors, including but not limited to prior experience, relevant expertise, current business needs, and market factors.

ABOUT THE FIRM

K&L Gates is a fully integrated global law firm with lawyers located in more than 40 offices. We have experienced dramatic growth in the past decade and now rank among the largest U.S. based law firms in the world. We take pride in constantly striving for innovation, imagination and an entrepreneurial spirit. We come up with big ideas and then roll up our sleeves to get the job done, guiding our clients through their most complex issues in a variety of industry sectors and across multiple regions of the world.

The industry recognition the firm has garnered emanates from the foundation of a global community aligned on behalf of our clients. The people at K&L Gates are committed to working together to create a legacy for each other, the firm, our clients, and the communities in which we serve. We thrive in an inclusive and socially conscious environment that embraces diversity and takes a holistic approach to the career evolution of all our professionals.

BENEFITS

K&L Gates offers our personnel a comprehensive suite of benefits to help meet your needs now and in the future. Depending on your eligibility, options for full-time personnel include:

• Medical/Prescription Drug Coverage (including a Health Savings Account feature)
• Back-up Child/Elder Care and access to a caregiving concierge
• Wellness Program
• Vision Insurance
• 401(k) Retirement Plan and Profit Sharing
• Business Travel Accident Insurance
• Short- and Long-term Disability Protection
• Pet Insurance
• Life Insurance (including Basic, Supplemental, Spouse, Child, and Accidental Death and Dismemberment)
• Health Advocacy Services
• Paid Time Off (20 days/year through first 4 years of employment; 25 days/year after 5 years of employment)
• Identity Protection/Restoration and Fraud Insurance
• Parental Leave (18 weeks of which 6 are paid; short-term disability may provide additional paid time off)
• Student loan refinancing options and access to a student loan concierge service
• Paid Holidays (12)
• Addiction Resources
• Family Building Benefits
• Breast Milk Delivery and Lactation Support Services
• Flexible Spending Accounts
• Employees also may be eligible to receive bonuses and certain expense reimbursements
• Employee Assistance Program
• Professional Development and CLE Credit Opportunities
• 529 Deductions
• Relocation
• Employee Referral Program
• Critical Illness Insurance
• Hospital Indemnity Insurance
• Perks including: Technology, Entertainment, and Travel Discount Programs
• All other benefits (such as leaves of absence) required by law

EQUAL EMPLOYMENT OPPORTUNITY

The Firm is an equal opportunity employer. It is the policy of the Firm that employment decisions shall be based on merit, qualifications and competence. Employment practices will not be influenced or affected by virtue of a person’s race (including traits associated with race, including hair texture and protective hairstyles such as afros, braids, locks, and twists), religion, creed, color, national origin, ancestry, citizenship, physical disability, mental disability, medical condition, genetic information, marital status, sex, pregnancy, childbirth, breastfeeding, gender, parental status, gender identity, gender expression, sexual orientation, age, familial status, domestic violence victim status, military and veteran status, or any other characteristic protected by applicable federal, state, or local law. This policy governs all aspects of employment including, without limitation, recruiting, hiring, compensation, benefits, promotion, assignment, and dismissal. In addition, it is the Firm’s policy to provide an environment that is free of prohibited harassment of any kind including, without limitation, that which is based on sex, race, age, disability, ethnic background, or any other category protected by law (including the categories listed above). The Firm complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If you require reasonable accommodation in completing this application, interviewing, or otherwise participating in the employee selection process, please contact [e-mail] .

Notice: We participate in E-Verify in certain Firm locations for purposes of verifying employment eligibility.

Please be advised that this position requires successful completion of a background check. In accordance with the Washington State Fair Chance Act, Los Angeles Fair Chance Ordinance, San Francisco Fair Chance Ordinance, the California Fair Chance Act, and applicable law qualified California and Washington State applicants with criminal history records will be considered. A criminal history will not categorically exclude a candidate from employment, and the Firm will consider relevant factors before making employment decisions based on criminal history information.

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.