Administrative Practice Coordinator

Skadden • Houston, TX

2d • Hybrid

About The Position

We are seeking an Administrative Practice Coordinator to join our Firm. This position is based in our Houston office and is considered a hybrid role.

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
• Must be a Notary Public licensed in Texas or able to obtain a commission within six months of joining the Firm

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 (if permission is granted), 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.
• Assists with partner personal work when required.
• 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 Business Development Sponsorships and Charitable Donation Requests, ensuring the proper approval 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.
• 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