Administrative Project Coordinator

We invite you to review our current business services professionals openings to learn about the opportunities available across the firm.

About Us

Skadden Arps Slate Meagher & Flom LLP has forged a reputation as one of the most prestigious law firms in the world. Relying on innovation intellect teamwork and tenacity our lawyers deliver the highest quality advice and novel solutions to our clients legal issues. We are known for handling the most complex transactions litigation/controversy issues and regulatory matters as well as for the strong partnerships we build with clients and each other. Our attorneys who reflect a broad range of experiences and perspectives work together seamlessly across 50-plus practices and 21 offices in the worlds major financial centers.

The Opportunity

We are seeking an Administrative Project Coordinator to join our Firm. This position will be based in our Palo Alto office (hybrid).

Position Overview

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 Firms 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.
• Plans heritage month employee group lunches and events engagement and retention events.
• Obtains vendor certificates of insurance and W-9s and complete RAFTS for signature.
• Submits requests and ensuring adherence to the contracts process.
• Uploads resumes and schedule virtual recruiting meetings for the West Coast regions.
• Oversees Summer Associates program expense reimbursements.
• 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

• Bachelors degree
• Minimum of two years of related experience in a law firm or professional services environment
• Must be a Notary Public licensed in California or able to obtain a commission within six months of joining the Firm

Culture & Life at Skadden

What makes Skadden special is our people and the culture community and spirit of collaboration we have created. We believe in teamwork and inspiring each other to be our best in an atmosphere that promotes professionalism and excellence in all that we do. We know that inclusion and drawing on the strength of a wide spectrum of talent only make us better and is vital to the firms success. Our goal is for everyone at the firm to enjoy a challenging career with opportunities for development and growth and to support the well-being of our attorneys and business services professionals.

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: 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. This position is eligible for overtime pay and may be eligible for a discretionary year-end bonus.

Salary Details

EEO Statement

Skadden is an Equal Opportunity Employer. It does not discriminate against applicants or employees based on any legally impermissible factor including but not limited to race color religion creed sex national origin ancestry age alienage or citizenship status marital or familial status domestic partnership status caregiver status sexual orientation gender gender identity or expression change of sex or transgender status genetic information medical condition pregnancy childbirth or related medical conditions sexual and reproductive health decisions disability any protected military or veteran status or status as a victim of domestic or dating violence sexual assault or offense or stalking.

Applicants who require an accommodation during the application process should contact Alex Taylor at .

Skadden Equal Employment Opportunity Policy

Applicants Have Rights Under Federal Employment Law

In accordance with the Transparency in Coverage Rule

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Applicants Have Rights Under California Law

Skadden will consider for employment all qualified applicants including those with criminal histories in a manner consistent with the requirements of applicable state and local laws including the City of Los Angeles Fair Chance Initiative for Hiring Ordinance.

Required Experience:

IC