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 world’s 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 Firm's 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…