Administrative Coordinator

2 weeks ago

Washington, United States Jenner & Block Full time

ABOUT JENNER & BLOCK

Jenner & Block is a prestigious law firm with a global presence, employing over 500 attorneys across various locations. The firm is recognized for its exceptional litigation practice and adept handling of complex corporate transactions. Its clientele includes Fortune 100 corporations, large private entities, financial institutions, emerging startups, and venture capital and private equity firms. Notably, Jenner & Block has been honored as the top pro bono firm in the United States multiple times.

POSITION SUMMARY

The Administrative Coordinator, under the guidance of the Administration Manager, will support Secretarial Services by performing a range of administrative tasks as assigned. This role is classified as non-exempt, with standard working hours from 8:45 AM to 5:15 PM, Monday through Friday, along with additional hours as necessary.

KEY RESPONSIBILITIES

General Administrative Support:

  • Process expense reimbursements and manage client or vendor invoices.
  • Organize meeting logistics, including conference calls, virtual meetings, and in-person gatherings.
  • Maintain calendars and contact lists for executives and managers.
  • Oversee electronic filing systems using Outlook.
  • Convert documents as needed, such as from PDF to Word.
  • Handle incoming calls, taking accurate messages and directing them appropriately.
  • Coordinate travel arrangements through the designated travel agency.
  • Assist with various related tasks, special projects, and provide backup support for other administrative staff.

Support for Partners:

  • Input attorney time into the time entry system.
  • Prepare and distribute client Engagement Letters and related documents, ensuring follow-up for execution.
  • Manage physical client files, including the creation and organization of records.
  • Collaborate with the Billing department on all aspects of the billing process, ensuring accuracy and resolving any issues.

PREFERRED SKILLS AND FUNCTIONS

  • Assist in creating presentation materials.
  • Draft, format, and proofread various documents to prepare executives for meetings and projects.
  • Document inquiries directed to executives and coordinate appropriate responses.
  • Analyze incoming communications to prioritize and respond effectively.
  • Maintain and manage Outlook contacts for executives.
  • Develop a comprehensive understanding of law firm practices and protocols.
  • Schedule and support meetings, preparing necessary materials and providing additional administrative assistance.
  • Manage and prioritize the Outlook email inbox.
  • Collaborate with other executive coordinators on administrative and strategic initiatives.

REQUIRED QUALIFICATIONS

  • Proficient in Microsoft Office Suite and basic computer applications.
  • Willingness to adjust working hours to meet business needs, including overtime as required.
  • A college degree is preferred, or equivalent professional experience is necessary.
  • Experience in an executive-level administrative role is essential.

Jenner & Block provides a comprehensive benefits package, including medical, dental, and vision insurance, a 401(k) plan, and paid time off, among other offerings.

Jenner & Block LLP is committed to equal opportunity employment. Recruitment and employment decisions are made without regard to an individual's protected status.

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