Minimum of two years of experience in a law firm or professional services environment
Must be a Notary Public licensed in DC, Virginia, or Maryland, or able to obtain within six months
Thorough knowledge of relevant software (Outlook, Word, Excel, PowerPoint)
Strong interpersonal and communication skills, both verbal and written
Ability to manage multiple projects under pressure
Demonstrates high attention to detail and professionalism
Responsibilities
Perform complex administrative tasks under tight deadlines
Coordinate intricate travel arrangements, including visa procurement
Troubleshoot software and hardware issues for attorneys
Assist with document management and records retention
Develop project strategies for efficient task completion
Collaborate with internal departments to ensure accuracy and quality
Prepare materials for presentations and conferences
Benefits
Competitive salaries and year-end discretionary bonuses
Comprehensive health care (medical, dental, vision)
Generous paid time off and parental leave options
Professional development opportunities including in-classroom and remote learning
Robust well-being classes and programs
Opportunities for community engagement and impact
Full Job Description
The Opportunity
We are seeking anAdministrative Project Coordinator to join our Firm. This position will be based in our Washington, D.C. office (hybrid). The Administrative Project Coordinator provides high-level, concierge-style assigned or project-based support to attorneys, Global Directors and Assistant Directors. Responsibilities include handling administrative tasks, coordinating travel arrangements, handling document management, supporting business development efforts and executing other complex tasks and projects. Collaborates closely with other Firm departments and business services professionals to ensure exceptional client service.
Responsibilities
Administrative Tasks
Performs various, complex assignments while under time-sensitive deadlines.
Coordinates complex travel requests including, but not limited to, the procurement of visa-related materials and passport renewal applications.
Troubleshoots software and hardware concerns for attorneys, 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 the Firm's internal business services departments and professionals at all levels to verify the accuracy of completed work.
Acquires and deploys an understanding of all practice areas of the Firm along with knowledge of practice-specific tasks.
Coordinates with other Firm offices, both domestic and international, as required.
Assists with Department initiatives and special projects
Assures that all completed projects adhere to accepted professional standards.
Assists with preparing materials for presentations and conferences.
Enters attorneys' time records and submits attorneys' expense reports.
Assists with attorneys' calendaring and scheduling requests.
Assists with attorneys' administrative requests.
Performs responsibilities of other support services, when needed, including printing, scanning, duplicating, quality control, faxing and hand-delivering packages.
Organizes and facilitates conference and video calls.
Answers, screens, places phone calls, and takes detailed messages.
Assists with processing and payment of vendor invoices.
Opens, reads and routes mail, as directed.
Demonstrates strong interpersonal, written and verbal communication skills to facilitate effective work relationships with others.
Manages Firm resources responsibly.
Complies with and understands Firm operations, policies and procedures.
Regular and reliable physical presence to (ex: work as part of a team, meet with clients, use on-site equipment, etc.).
Assists with client bills, coordinating review of bills with Client Accounting and assigned Partner(s)
Provides coverage for Reception as needed
Performs other related duties as assigned.
Business Development
Prepares engagement letters and new matter memos for new clients and matters.
Assists with new-business conflicts process.
Assists in promoting business development, entering contacts and business activities in InterAction and coordinating with Business Development & Marketing department as required.
Client Relations
Coordinates with Conference Services for internal and client meeting requests, including but not limited to audio-visual, catering services and external vendors.
Coordinates client-related business meals and maintains up-to-date knowledge of Firm-and attorney-preferred restaurants.
Receives and interacts with incoming clients and visitors.
Qualifications
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
Flexibility and willingness to perform a wide range of tasks extending beyond routine expectations
Demonstrates initiative and confidence to assume a high level of responsibility in a fast-paced environment
Thorough working knowledge of relevant Firm computer software programs (e.g., Outlook, Word, 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 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
Education and Experience Required
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
Benefits
The overall well-being of our team is important to us. We offer generous benefits to help you achieve wellness in all areas of your life.
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.
For further details, please visit:https://www.skadden.com/careers/staff/employee-benefits
The starting base salary for this position is expected to be within the range listed under Salary Details. Actual salary will be determined based on skills, experience (to the extent relevant) and other-job related factors, consistent with applicable law.
