Administrative Project Coordinator

Skadden, Arps, Slate, Meagher & Flom LLP and Affiliates • Washington, DC

7d • $85,000 - $100,000 • Hybrid

About The Position

Skadden, Arps, Slate, Meagher & Flom LLP is seeking an Administrative Project Coordinator for its Washington, D.C. office in a hybrid arrangement. The role provides high-level, concierge-style assigned or project-based support to attorneys, Global Directors, and Assistant Directors. It handles administrative work, travel coordination, document management, business development support, and other complex assignments and projects, collaborating with Firm departments and business services professionals to deliver exceptional client service.

The position supports administrative operations, business development, and client relations. Responsibilities include coordinating travel and meetings; assisting with records, presentations, attorney time and expenses, client bills, and vendor invoices; preparing engagement letters and new matter memos; assisting with conflicts and business development records; and coordinating client meetings, meals, and visitor interactions. The coordinator may also provide reception and other support-services coverage.

The role requires a bachelor's degree, at least two years of related experience in a law firm or professional services environment, and current or obtainable Notary Public commission in DC, Virginia, or Maryland within six months of joining. The starting base salary is expected to be $85,000–$100,000, determined based on skills, experience, and other job-related factors. The Firm describes its culture as collaborative and inclusive, with opportunities for development and growth and an emphasis on supporting employee well-being.

Requirements

• 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 DC, Virginia, or Maryland, or able to obtain a commission within six months of joining the Firm.
• Ability to provide excellent customer service and demonstrate a high level of professionalism.
• Ability to read, interpret, convey, and follow instructions.
• Ability to synthesize information to prioritize and organize tasks.
• Flexibility and willingness to perform a wide range of tasks beyond routine expectations.
• Initiative and confidence to assume substantial responsibility in a fast-paced environment.
• Thorough working knowledge of relevant Firm software, including Outlook, Word, Excel (including PivotTables, Filters, and Conditional Formatting), and PowerPoint, and ability to learn new software and operating systems.
• Effective verbal and written interpersonal and communication skills and a calm, professional demeanor.
• Close attention to detail.
• Ability to manage multiple projects with shifting responsibilities and deadlines.
• Ability to handle sensitive matters and maintain confidentiality.
• Ability to work well under pressure and in a demanding, fast-paced environment.
• Ability to work independently and effectively as part of a team.
• Flexibility to adjust hours and work the hours necessary to meet operating and business needs.

Responsibilities

• Performs complex assignments under time-sensitive deadlines.
• Coordinates complex travel requests, including visa-related materials and passport renewal applications.
• Troubleshoots attorneys’ software and hardware concerns in consultation with technology business services professionals.
• Assists with document management and records retention for administrative files.
• Develops project strategies to ensure efficient completion of tasks.
• Consults with internal business services departments and professionals to verify completed work.
• Develops knowledge of the Firm’s practice areas and practice-specific tasks.
• Coordinates with domestic and international Firm offices as required.
• Assists with Department initiatives and special projects, ensuring projects meet accepted professional standards.
• Prepares materials for presentations and conferences.
• Enters attorneys’ time records and submits attorneys’ expense reports.
• Assists with attorneys’ calendaring, scheduling, and administrative requests.
• Provides support services as needed, including printing, scanning, duplicating, quality control, faxing, and hand-delivering packages.
• Organizes and facilitates conference and video calls.
• Answers, screens, and places phone calls and takes detailed messages.
• Assists with processing and payment of vendor invoices.
• Opens, reads, and routes mail as directed.
• Assists with client bills and coordinates bill review with Client Accounting and assigned Partners.
• Provides Reception coverage as needed.
• Prepares engagement letters and new matter memos for new clients and matters.
• Assists with the new-business conflicts process.
• Supports business development by entering contacts and activities in InterAction and coordinating with Business Development & Marketing as required.
• Coordinates internal and client meeting requests with Conference Services, including audio-visual, catering, and external vendor arrangements.
• Coordinates client-related business meals and maintains knowledge of Firm- and attorney-preferred restaurants.
• Receives and interacts with incoming clients and visitors.
• Demonstrates effective professional communication and working relationships, manages Firm resources responsibly, and complies with Firm operations, policies, and procedures.
• Maintains a regular and reliable physical presence and performs other related duties as assigned.

Benefits

• Competitive salaries and year-end discretionary bonuses.
• Comprehensive health care, including medical, dental, and vision coverage.
• Savings plan/401(k) and voluntary benefits.
• Generous paid time off.
• Paid leave options, including parental leave.
• In-classroom, remote, and on-demand learning and professional development opportunities.
• 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