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Administrative Coordinator

3 months ago

Washington, United States Axinn Veltrop & Harkrider LLP Full time

Axinn combines the skills, experience and dedication of the world's largest firms with the focus, responsiveness, efficiency and attention to client needs of the best boutiques. The Firm was established in the late 1990s by lawyers from premier Wall Street firms with a common vision: provide the highest level of service and strategic acumen in antitrust, intellectual property, and high-stakes litigation. Axinn’s lawyers have served as lead or co-lead counsel on nearly half a trillion dollars in transactions and, in the last 10 years alone, have handled more than 500 litigations.

The Administrative Coordinator will provide high-level administrative coordination and support to the named administrative Chiefs (COO, CFO, and CMO) and other Executive Committee (EC) members as applicable. Reporting directly to the Administrative Team Manager, the Administrative Coordinator provides executive support in a one-on-one working relationship. The Administrative Coordinator also serves as a liaison to the EC with respect to overlapping matters with the Chiefs, organizes and coordinates special projects, and supports the efforts and organizational needs of the EC.

**Responsibilities and Duties**:

- Organize complex calendars and schedules, both for senior staff and for Firm / leadership meetings; proactively resolve schedule conflicts/issues without the need for supervisory intervention
- Coordinate travel arrangements and prepare travel reimbursement requests and all other reimbursing requests in a timely manner and in accordance with procedures and accounting deadlines
- Coordinate and manage complex projects (some ongoing), often where incumbent must oversee the work of others without directly supervising them by tracking and monitoring progress against project deadlines, and ensure assigned Chiefs are staying on schedule with regards to their deadlines and projects.
- Assist with the contract documentation and approval process
- Take meeting minutes/notes as requested
- Help refine internal processes and procedures in relation to the work assigned
- Receive incoming phone calls in a professional manner and distribute messages, make appointment and phone calls based on need
- Must have the ability to work with sensitive information and maintain confidentiality
- Prepare, organize, and update correspondence, agendas, reports, presentations, organizational and policy documents, special projects, and other documents in support of the organization
- Manage various document repositories in alignment with Firm protocols
- Notify and assist Administrative Team Manager with overflow work when time permits
- Other duties as assigned

**Education, Experience, and Skills**:

- AA or BA/BS degree preferred
- 5+ years of directly related experience as an executive assistant or other similar role in a law firm or the professional services industry is required
- Advanced Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint) and MS Teams required
- Excellent interpersonal and communication skills, both verbal and written
- Demonstrated writing, editing and proofreading skills
- Project management skills
- Ability to build rapport with attorneys, professional staff, and vendors
- Strong organizational skills with great attention to detail
- Self-motivated, with the ability to lead and work independently within a team environment
- Flexibility with regards to the work hours as dictated by the needs of the business for projects and meetings

**Benefits**

At Axinn, we offer market competitive wages and generous benefit options to our valued employees. This includes, but is not limited to, the following:

- Competitive starting pay and annual discretionary bonus and raise eligibility
- Generous paid time off benefits (vacation, personal days, holidays, and sick leave)
- Firm paid short and long-term disability, plus life and accident insurance
- 401(k) Profit Sharing Plan and Cash Balance Retirement Plan with generous employer contributions (please ask for further details re: eligibility requirements)
- Comprehensive medical, dental, and vision insurance options
- Flexible spending and health savings accounts (medical plan dependent)
- Firm paid comprehensive Employee Assistance Program (EAP)
- Student loan refinancing discounts
- Fitness/Gym dues reimbursement program
- Hybrid remote work schedules are available for most employees (per current policy, in-office presence is required at least 3-days per week and fully remote roles are not available)

**Position Details**

This is a full-time, benefits eligible, non-exempt level position. Final rate of pay will be commensurate with the incumbent’s experience, with a targeted hiring range of $46.00 - $49.00 per hour (the upper range reserved for highly qualified applicants). This position is currently available in our DC office location only and relocation is not provided for this role.

**_ Axinn is an equal employment opportunity employer and is committed to creati