Administrative Coordinator

1 week ago

Palo Alto, California, United States Skadden Full time

Overview

We encourage you to explore our current openings for professional staff to discover the opportunities available within our esteemed firm.

About Skadden

Skadden, Arps, Slate, Meagher & Flom LLP (Skadden) is recognized as one of the leading law firms globally. Our commitment to innovation, intellect, teamwork, and determination allows our attorneys to provide exceptional legal counsel and innovative solutions to our clients' challenges. We are acknowledged as a global leader in complex transactions, litigation, and regulatory matters, as well as for fostering open and collaborative relationships with our clients. Our diverse team of attorneys collaborates effortlessly across over 50 practices and 21 offices located in major financial hubs worldwide.

Position Summary

We are in search of an Executive Assistant to support our firm. This role involves providing comprehensive assistance to partners, counsel, associates, and staff attorneys.

  • Manage standard administrative tasks such as answering and directing phone calls, handling mail, maintaining files, records, and attorney calendars, and preparing expense reports.
  • Monitor attorney emails (with permission) to manage incoming messages, organize email folders, and keep attorneys informed of priorities.
  • Anticipate the needs of attorneys by identifying potential issues and conflicts, proactively offering solutions.
  • Draft engagement letters and new client/matter memos, and maintain updated client/matter number lists to support business development.
  • Utilize tracking systems to maintain accurate records, particularly focusing on billing and new business initiatives.
  • Oversee all aspects of document preparation, including redlining, PDF creation, and quality control of deliverables.
  • Collaborate with Client Accounting to ensure timely and accurate client billing.
  • Strive to provide exceptional client service, being responsive to both minor and significant client needs.
  • Assist in business development efforts by entering activities, maintaining contacts, and compiling mailing lists in InterAction.
  • Use applications such as Excel and PowerPoint to support attorneys' work.
  • Research and arrange complex travel itineraries for attorneys, including visa assistance.
  • Prepare check requests for vendor payments.
  • Delegate tasks to other departments as necessary, ensuring completion and accuracy of delegated work.
  • Provide assistance with personal tasks for attorneys when required.
  • Ensure all software and hardware used by attorneys are functioning properly, in collaboration with technology support staff.
  • Perform other support services as needed, including printing, scanning, and quality control.
  • Undertake special projects as assigned, ensuring adherence to professional standards.
  • Exhibit effective interpersonal, written, and verbal communication skills to foster productive work relationships.
  • Manage firm resources responsibly and comply with firm policies and procedures.
  • Carry out additional duties and special projects as assigned.

Qualifications

  • Proficient in relevant software programs (e.g., Word, Outlook, Excel, PowerPoint) with a willingness to learn new systems.
  • Strong interpersonal and communication skills, both verbal and written.
  • Attention to detail is essential.
  • Flexibility and a willingness to perform a variety of tasks beyond routine expectations.
  • Ability to manage multiple projects and shifting priorities effectively.
  • Capability to work independently as well as collaboratively within a team.
  • Ability to synthesize information to prioritize and organize tasks efficiently.
  • Capacity to thrive in a fast-paced and demanding environment.
  • Willingness to work in-office at least four days a week to perform administrative functions and provide client support.
  • Frequent physical activity, including sitting, repetitive hand use, and lifting up to 10 pounds.
  • Ability to handle sensitive matters with confidentiality.
  • High level of professionalism and adaptability to meet operational needs.

Education & Experience

  • High school diploma or equivalent required.
  • A minimum of three years of experience in an office setting or a combination of education and experience is preferred.

Culture & Values at Skadden

Our firm is defined by our people and the collaborative culture we have cultivated. We believe in teamwork and inspiring one another to excel in an environment that promotes professionalism and excellence. We recognize that inclusion and equity, along with leveraging diverse talent, are vital to our success. Our aim is for every team member to enjoy a fulfilling career with opportunities for growth and to support the well-being of our attorneys and professional staff.

Benefits

We prioritize the overall well-being of our team and offer a comprehensive benefits package to support wellness in all aspects of life.

  • Competitive salaries and year-end discretionary bonuses.
  • Comprehensive health care options (medical, dental, vision), savings plan/401(k), and voluntary benefits.
  • Generous paid time off policies.
  • Paid leave options, including parental leave.
  • Opportunities for professional development through various learning formats.
  • Robust wellness programs and classes.
  • Opportunities to engage in community service and make a positive impact.

Salary Information

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, and other job-related factors, in accordance with applicable law.

Equal Employment Opportunity Statement

Skadden is an Equal Opportunity Employer, adhering to a policy that prohibits discriminatory practices or harassment against applicants or employees based on any legally impermissible factor.

Applicants requiring accommodation during the application process should reach out to the appropriate contact.

Additional Information

Skadden will consider all qualified applicants for employment, including those with criminal histories, in a manner consistent with applicable state and local laws.

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