Administrative Project Coordinator

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

1d • $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. The position is hybrid and provides high-level, concierge-style assigned or project-based support to attorneys, Global Directors and Assistant Directors. The coordinator handles administrative tasks, travel arrangements and document management; supports business development; and executes complex assignments and projects. The role collaborates with Firm departments and business services professionals to provide exceptional client service.

Requirements

• Bachelor’s degree.
• At least 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, and synthesize information to prioritize and organize tasks.
• Flexibility and willingness to perform a broad range of tasks beyond routine expectations.
• Initiative and confidence to assume significant responsibility in a fast-paced environment.
• 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 communication and interpersonal skills, with a calm, professional demeanor.
• Close attention to detail and ability to manage multiple projects with shifting responsibilities and deadlines.
• Ability to handle sensitive matters confidentially, work under pressure, and succeed 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

• Complete complex assignments within time-sensitive deadlines and develop project strategies for efficient task completion.
• Coordinate complex travel, including procurement of visa-related materials and passport renewal applications.
• Troubleshoot attorneys’ software and hardware concerns in consultation with technology business services professionals.
• Manage administrative document handling and records retention.
• Consult with internal business services departments and professionals to verify work accuracy.
• Build knowledge of Firm practice areas and practice-specific tasks, and coordinate with domestic and international offices as required.
• Assist with department initiatives, special projects, presentations and conferences, ensuring completed projects meet professional standards.
• Enter attorneys’ time records and submit expense reports; assist with calendaring, scheduling and other administrative requests.
• Provide support services as needed, including printing, scanning, duplicating, quality control, faxing and package delivery.
• Organize conference and video calls; answer, screen and place phone calls and take detailed messages.
• Assist with vendor invoice processing and payment, mail handling, client bills and bill review coordination with Client Accounting and assigned partners.
• Provide reception coverage as needed and perform other related duties as assigned.
• Prepare engagement letters and new matter memos, and assist with the new-business conflicts process.
• Support business development by entering contacts and activities in InterAction and coordinating with the Business Development & Marketing department.
• Coordinate internal and client meetings with Conference Services, including audiovisual needs, catering and external vendors.
• Coordinate client-related business meals, maintain knowledge of Firm- and attorney-preferred restaurants, and receive and interact with clients and visitors.
• Demonstrate strong interpersonal and communication skills, manage Firm resources responsibly, and comply with Firm operations, policies and procedures.
• Maintain a regular and reliable physical presence.

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