Administrative Coordinator

Manatt Phelps & Phillips•San Diego, CA

17d•Hybrid

About The Position

Manatt, Phelps & Phillips, LLP is seeking a highly organized, proactive, service-oriented, and business-minded Administrative Coordinator to support the CEO/Managing Partner in a high-visibility role. The position provides high-level professional support across scheduling, meetings, travel, communications, and follow-through on leadership commitments and priorities. It serves as a primary point of contact for internal and external stakeholders and requires sound judgment, discretion, confidentiality, resourcefulness, and the ability to thrive in a fast-paced professional services environment. The role includes managing a complex calendar and travel arrangements; coordinating meetings and events; preparing and circulating materials; tracking action items and deadlines; maintaining files and records; processing expenses and reimbursements; and supporting projects as assigned. The position operates on a hybrid schedule, with in-office presence Monday through Thursday and one optional remote day on Friday. Employees must remain available for onsite work up to five days per week as business needs dictate, and the schedule may change. Flexibility and willingness and ability to travel to Firm offices as needed are required.

Requirements

At least 5 years of experience providing high-level administrative support to senior leaders.
Exceptional organizational, interpersonal, written communication, and verbal communication skills.
Ability to manage multiple projects and prioritize competing needs in a deadline-driven environment.
Ability to anticipate needs, address problems, and move work forward with limited direction.
Ability to handle sensitive and confidential matters with discretion.
Ability to work effectively with individuals at all levels of an organization.
Strong attention to detail and commitment to accuracy.
Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
Understanding of client service within a professional services organization and commitment to exceeding expectations.
Reliability and ability to work independently and collaboratively within a hybrid work environment.
Willingness and ability to travel to all Firm office locations as needed.
Flexibility to accommodate onsite work up to five days per week as business needs dictate and possible changes to the hybrid schedule.

Nice To Haves

Bachelor’s degree in business or a related field is preferred.
Previous experience in a law firm, consulting firm, professional services firm, or similarly complex client-service environment is strongly preferred.

Responsibilities

Manage a complex calendar, proactively resolving conflicts and adjusting schedules as priorities change.
Manage complex travel arrangements and detailed itineraries, coordinating logistics and schedules, anticipating disruptions, and adapting plans to changing priorities.
Anticipate needs and move work forward with limited direction.
Exercise sound judgment when handling sensitive and confidential matters.
Process expense reports and manage reimbursements.
Support and complete ad hoc projects and other duties as assigned.
Serve as a primary point of contact for internal and external stakeholders.
Build and maintain effective working relationships at all levels of the Firm.
Represent the Office of the CEO/Managing Partner with professionalism, discretion, and exceptional service, communicating effectively with internal and external contacts.
Coordinate schedules, participants, locations, technology, materials, and other logistics for CEO/Managing Partner meetings and events.
Organize and circulate agendas, briefing materials, presentations, and other meeting materials for CEO/Managing Partner meetings and events.
Maintain organized files and records for correspondence, reports, presentations, and meeting materials.
Track action items, deadlines, commitments, and follow-up needs arising from meetings.
Travel to Firm office locations as needed.