Administrative Practice Coordinator

Skadden, Arps, Slate, Meagher & Flom LLP and Affiliates • Los Angeles, CA

3d • $85,000 - $100,000 • Hybrid

About The Position

We are seeking an Administrative Practice Coordinator to join our Firm. This position is based in our LA office and is considered a hybrid role. The Administrative Practice Coordinator performs various complex assignments under time-sensitive deadlines, such as coordinating travel (including visa and passport materials) and managing calendaring and scheduling requests. This role also involves entering attorneys' time records, submitting expense reports, and assisting with processing and payment of vendor invoices. The coordinator collaborates with Partners and Client Accounting to ensure up-to-date and accurate client billing. Additionally, they support document management and records retention for administrative files, and perform printing, scanning, duplicating, and quality control tasks as needed. The position requires managing high-volume, multi-matter calendaring for practice group partners, maintaining and monitoring a high-volume partner inbox, drafting and compiling weekly new matter reports, and flagging and routing client billing communications. The role also involves preparing engagement letters and new matter memos, assisting with the new-business conflicts process, preparing materials for presentations, pitches and conferences, and supporting Business Development efforts. Further responsibilities include assisting with Charitable Donation Requests, collaborating with the People Strategy team, monitoring docket and calendar notices, coordinating sponsorship forms and conference participation, and coordinating with Conference Services for internal and client meeting requests. The Administrative Practice Coordinator will receive and interact with incoming clients and visitors, demonstrate effective interpersonal, written and verbal communications skills, manage Firm resources responsibly, and comply with Firm operations, policies and procedures. A reliable physical presence in the office four days a week is required for administrative functions, client services, and maintaining physical files. The role also involves assisting with partners' work when required and partnering with the Practice Group Litigation Executive Assistant to ensure tasks and assignments are completed. Other related duties as assigned.

Requirements

• Familiarity with complex litigation practice environment or environment requiring similar skillset
• Ability to provide excellent customer service
• Demonstrates high-level of professionalism
• Ability to read, interpret, convey and follow instructions
• Ability to synthesize information in order to prioritize and organize tasks
• Knowledge of relevant Firm computer software programs (e.g., Outlook, Excel (including, but not limited to, PivotTables, Filters, Conditional Formatting) and PowerPoint) with the ability to learn new software and operating systems
• Demonstrates effective interpersonal and communication skills, both verbally and in writing and maintains a calm and professional demeanor
• Demonstrates close attention to detail
• Ability to handle multiple projects and assignments with shifting responsibilities and deadlines
• Ability to handle sensitive matters and maintain confidentiality
• Ability to work well under pressure
• Ability to work well in a demanding and fast-paced environment
• Ability to work well independently as well as effectively within a team
• Flexibility to adjust hours and work the hours necessary to meet operating and business needs
• Bachelor's degree
• Minimum of two years of related experience in a law firm or professional services environment

Responsibilities

• Performs various complex assignments under time-sensitive deadlines, such as coordinating travel (including visa and passport materials) and managing calendaring and scheduling requests.
• Enters attorneys' time records, submits expense reports and assists with processing and payment of vendor invoices.
• Collaborates with Partners and Client Accounting to ensure up-to-date and accurate client billing.
• Supports document management and records retention for administrative files, and performs printing, scanning, duplicating, and quality control tasks as needed.
• Manages high-volume, multi-matter calendaring for practice group partners, including monitoring for call conflicts, blocking travel time, and updating calendars with partner bios, drafted talking points, and conference agendas.
• Maintains and monitors a high-volume partner inbox, flagging unread, unaddressed, and time-sensitive items, re-surfacing emails requiring attention, and compiling end-of-day open-items lists for partner review.
• Drafts and compiles weekly new matter reports with case/matter descriptions and assigned attorney and paralegal teams and circulates newly opened suspense numbers and client/matter numbers to assigned case teams.
• Flags and routes client billing communications to the billing team, including emails regarding client claim numbers, budget requests, status reports, alternative fee arrangement (AFA) discussions, invoice breakdown requests, incoming new matters, conflicts assessments, and reduced invoices.
• Prepares engagement letters and new matter memos for new clients and matters and assists with the new-business conflicts process.
• Prepares materials for presentations, pitches and conferences, working closely with relevant partners and the Business Development & Marketing (BDM) department.
• Supports Business Development efforts by entering activities, maintaining contact records, and assembling targeted mailing lists in InterAction.
• Proactively tracks and reports Business Development meetings and activities to the BDM team.
• Assists with Charitable Donation Requests, ensuring the proper process is followed.
• Collaborates with the People Strategy team to draft and distribute key information to the practice group, coordinate monthly practice group meetings, and facilitate group training.
• Monitors docket and calendar notices from Managing Law Clerks and highlights matters of interest for the practice group.
• Coordinates sponsorship forms and conference participation for upcoming industry events on behalf of practice group partners.
• Coordinates with Conference Services for internal and client meeting requests, including but not limited to audio-visual, catering services and external vendors.
• Receives and interacts with incoming clients and visitors.
• Demonstrates effective interpersonal, written and verbal communications skills to facilitate effective work relationships with others.
• Manages Firm resources responsibly.
• Complies with and understands Firm operations, policies and procedures.
• Maintains a reliable physical presence in the office four days a week to perform administrative functions and support services, maintaining physical files, and client services.
• Assists with partners work when required.
• Partner with Practice Group Litigation Executive Assistant to ensure tasks and assignments are completed.
• Performs other related duties as assigned.

Benefits

• 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.

What This Job Offers

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