Administrative Coordinator
About The Position
Manatt, Phelps & Phillips, LLP is seeking a highly organized, proactive, service-oriented, and business-minded Administrative Coordinator to provide high-level support to the CEO/Managing Partner. The role supports scheduling, meetings, travel, communications, and follow-through on leadership commitments and priorities, while serving as a primary point of contact for internal and external stakeholders. The successful candidate will anticipate needs, exercise sound judgment, build effective relationships, and provide thoughtful coordination and clear communication in a fast-paced professional services environment. The position requires professionalism, discretion, and confidentiality, along with the ability to work independently and collaboratively. The firm follows a hybrid schedule requiring in-office presence Monday through Thursday, with one optional remote day on Friday. Employees must remain available for onsite work up to five days per week as business needs dictate; the schedule may change and flexibility is required. Travel to firm offices may be needed.
Requirements
- At least 5 years of experience providing high-level administrative support to senior leaders.
- Exceptional organizational, interpersonal, written, 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 in a professional services organization and commitment to exceeding expectations.
- Reliability and ability to work independently and collaboratively in a hybrid work environment.
- Flexibility to meet the hybrid schedule, including onsite availability up to five days per week as business needs dictate.
- Willingness and ability to travel to firm office locations as needed.
Nice To Haves
- Bachelor’s degree in business or a related field preferred.
- Previous experience in a law firm, consulting firm, professional services firm, or similarly complex client-service environment strongly preferred.
Responsibilities
- Manage a complex calendar, proactively resolving conflicts and adjusting schedules as priorities change.
- Arrange complex travel and detailed itineraries, coordinate logistics, anticipate disruptions, and adapt 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 professionally and discreetly, providing exceptional service and 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.
- Maintain organized files and records for correspondence, reports, presentations, and meeting materials.
- Track action items, deadlines, commitments, and follow-up needs arising from meetings.
Benefits
- A full range of medical, financial, and/or other benefits dependent on the position will be offered.
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What This Job Offers
Job Type
Full-time
Career Level
Senior
