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Skadden

Global law firm handling cross-border M&A

Administrative Practice Coordinator

Administrative SupportConfirmed live in the last 24 hours
Full-timeNew York, NY, USA

About the Job

Requirements

  • Familiarity with a complex litigation practice environment or an environment requiring a similar skill set.
  • Ability to provide excellent customer service.
  • Ability to read, interpret, convey, and follow instructions.
  • Ability to synthesize information to prioritize and organize tasks.
  • Knowledge of relevant firm computer software, including Outlook, Excel (including PivotTables, filters, and conditional formatting), and PowerPoint, with the ability to learn new software and operating systems.
  • Effective interpersonal and written and verbal communication skills, with a calm and professional demeanor.
  • 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 in a demanding and fast-paced environment.
  • Ability to work independently and 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 New York or able to obtain a commission within six months of joining the firm.

Responsibilities

  • Provide high-level administrative support to a designated practice area, including managing administrative tasks, coordinating travel, supporting business development and marketing efforts, and executing complex tasks and projects.
  • Coordinate travel arrangements, including visa and passport materials, and manage calendaring and scheduling requests.
  • Enter attorneys' time records, submit expense reports, and assist with processing and payment of vendor invoices.
  • Collaborate with partners and Client Accounting to ensure accurate, up-to-date client billing.
  • Support document management and records retention for administrative files, and perform printing, scanning, duplicating, and quality control tasks as needed.
  • Manage high-volume, multi-matter calendaring for practice group partners, including monitoring call conflicts, blocking travel time, and updating calendars with partner biographies, drafted talking points, and conference agendas.
  • Maintain and monitor a high-volume partner inbox, flag time-sensitive and unaddressed items, resurface emails requiring attention, and compile end-of-day open-item lists for partner review.
  • Draft and compile weekly new matter reports with case and matter descriptions and assigned attorney and paralegal teams, and circulate newly opened suspense numbers and client and matter numbers to assigned case teams.
  • Flag and route client billing communications to the billing team, including communications about client claim numbers, budget requests, status reports, alternative fee arrangement discussions, invoice breakdown requests, incoming new matters, conflicts assessments, and reduced invoices.
  • Prepare engagement letters and new matter memoranda for new clients and matters, and assist with the new-business conflicts process.
  • Prepare presentation, pitch, and conference materials in coordination with relevant partners and the Business Development & Marketing department.
  • Support business development by entering activities, maintaining contact records, and assembling targeted mailing lists in InterAction.
  • Track and report business development meetings and activities to the Business Development & Marketing team.
  • Assist with charitable donation requests and ensure the proper process is followed.
  • Collaborate with the People Strategy team to draft and distribute key information to the practice group, coordinate monthly practice group meetings, and facilitate group training.
  • Monitor docket and calendar notices from Managing Law Clerks and highlight matters of interest for the practice group.
  • Coordinate sponsorship forms and conference participation for upcoming industry events on behalf of practice group partners.
  • Coordinate internal and client meeting requests with Conference Services, including audiovisual services, catering, and external vendors.
  • Receive and interact with incoming clients and visitors.
  • Maintain a reliable physical presence in the office four days a week to perform administrative functions and support services, maintain physical files, and provide client services.
  • Manage firm resources responsibly.
  • Comply with and understand firm operations, policies, and procedures.
  • Perform other related duties as assigned.

About the Company

Skadden

Global law firm handling cross-border M&A

Skadden helps corporations, financial institutions, and governments with complex cross-border legal matters. Its practice areas include mergers and acquisitions, capital markets, private equity, finance, corporate restructuring, tax, insurance, and government enforcement, plus international litigation and arbitration. In London, the firm draws together UK, European, and US capabilities to handle M&A (including Takeover Code), financial services regulation, EU competition, employment, IP, IT, data protection, and cybersecurity. The goal is to provide high-quality legal guidance and representation for multinational matters, helping clients navigate regulation, manage risk, and reach business objectives.

Company size
1,001-5,000
Company stage
Not listed
Total funding
Not listed
Headquarters
New York City, New York
Founded
1948

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