Administrative Coordinator

Skadden • Los Angeles, CA

13d • Hybrid

About The Position

The Administrative Coordinator provides coordination and administrative support for the day-to-day operations of Paralegal Services, Administrative Support, and Professional Support Services for the Los Angeles office. Assists with departmental projects, workflow coordination, and other administrative activities, while collaborating with team members and other Firm departments. Serves as a resource to department personnel by responding to routine questions regarding department procedures and providing high-quality customer service. The Firm will not sponsor applicants for work visas for this position.

Requirements

• Ability to provide upper-margin customer service
• Demonstrates high proficiency with relevant Firm computer software programs( e.g., Outlook, Excel, PowerPoint), with the ability to learn new software and operating systems
• Ability to navigate various electronic databases and document repositories
• Excellent analytical, troubleshooting, organizational and planning skills
• Demonstrates a high level of professionalism
• Flexibility and willingness to perform a wide range of tasks extending beyond routine expectations
• Demonstrates the initiative and confidence to assume a high level of responsibility in a fast-paced environment
• Demonstrates effective interpersonal and communication skills, both verbally and in writing
• Ability to handle sensitive matters and maintain confidentiality
• Ability to read, interpret, convey, and follow instructions
• Demonstrates close attention to detail
• Ability to organize and prioritize work
• 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 assume progressive responsibilities within assigned work as experience is gained in the position
• Ability to work well under pressure
• Strong organizational skills
• Ability to work well in a demanding and fast-paced environment
• Flexibility to adjust hours and work the hours necessary to meet operating and business needs
• Bachelor's degree
• Minimum of two years’ related experience in a law firm or professional services environment

Responsibilities

• Assists with scheduling and calendar management for team meetings, training programs, events and department-wide meetings across the attorney support departments.
• Assists with preparing and tracking training initiatives for new hires and continuing education programs.
• Assists with preparing department reports, spreadsheets, presentations, and other operational documents.
• Coordinates with Conference Services for meeting and training requests, including but not limited to audio-visual and catering services.
• Monitors shared department inboxes, email requests, and assignments, helping to ensure timely responses.
• Reviews time on a weekly basis to ensure compliance with daily entry requirements.
• Assists with administrative responsibilities, including monitoring and approving time and attendance records, absence requests, and overtime, while helping to ensure accuracy and compliance with Firm policies.
• Maintains department spreadsheets, trackers, and databases related to staffing, workflow, attendance, coverage, overtime, and other operational metrics.
• Processes invoices, check requests, and expense reports by confirming the accuracy of the reports and ensuring that supporting documentation is attached prior to forwarding the documents for signature.
• Develops project strategies to ensure efficient completion of tasks.
• Escalates employee relations concerns, staffing issues, or operational problems to the Senior Manager as appropriate.
• Consults with the Firm's business services departments and internal employees at all levels.
• Coordinates with other Firm offices both domestically and internationally as required.
• Assists with Department initiatives and special projects.
• Assures that all completed projects adhere to accepted professional standards.
• Organizes and facilitates conference and video calls.
• Performs assignments that are varied and complex in nature, often while under time critical deadlines.
• Demonstrates effective interpersonal, written and verbal communication skills to facilitate effective work relationships with others.
• Manages Firm resources responsibly.
• Regular and reliable physical presence.
• Complies with and understands Firm operations, policies and procedures.
• Performs other related duties, as assigned.

Benefits

• Competitive salaries
• year-end discretionary bonuses
• Comprehensive health care (medical, dental, vision)
• savings plan/401(k)
• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level