Administrative Project Coordinator

Washington, D.C.

Job Summary

Skadden is seeking four (4) Administrative Project Coordinators with varying work schedules to provide administrative and secretarial support to the Secretarial Services Department, attorneys, and various professional staff departments in the Washington, DC Office.  The Administrative Project Coordinator will serve as back-up personnel in the Visiting Attorney Center and Reception. As a member of Skadden's professional staff, the Administrative Project Coordinator will play an integral role in helping the firm provide high-quality service to clients.

ESSENTIAL FUNCTIONS:

Secretarial Services Department 

  • Responds to requests for assistance by handling the requests or seeking out someone to handle the requests;
  • Provides access to DTE Axiom, Chrome River, and makes modification to DTE Axiom group memberships by deleting and adding attorneys.
  • Maintains copies of secretarial desk profiles and follow-ups with executive assistants regarding assignment changes and any other updates to the profiles.
  • Coordinates logistics for in-house and virtual meetings (e.g., conference room scheduling, audio/visual requests, calendar invites).
  • Assists with monitoring staff call-in-line regarding absences, lateness, questions.
  • Assists with the production of various reports (e.g., quarterly reports, variance reports and tracing the status of time tickets) and the updating of charts (e.g. assignment chart) with relocation of staff, assignment changes, ratios, and other data.
  • Maintains departmental files.
  • Assists with orientation, including maintaining updated informational brochures, drafting new hire schedules, escorting new hires to orientation meetings, conducting office tours.
  • Assists with the performance evaluation process by maintaining accurate status of completed evaluations and following up with evaluators.

Attorneys

  • Provides a high level of attention to detail, skills and flexibility assisting attorneys with a variety of administrative tasks some of which are complex and time sensitive to include, but are not limited to: time entry, calendaring/scheduling, document management, conference services, business development and collaborating with Firm departments and team members to ensure superior client service.
  • Assists with Visiting Attorneys by providing administrative support that includes, but not limited to travel arrangements, food services, car services, document management, couriers.

General Administrative Support

  • Assists with Reception coverage.
  • Prepares general correspondence and generates reports.
  • Answers, screens and places telephone calls.
  • Opens, reads and route mail.
  • Demonstrates effective interpersonal, written and verbal communications skills to facilitate effective work relationships with others.
  • Complies with and understands Firm's operations, policies and procedures.
  • Performs frequent physical exertion including: sitting for up to seven hours per work shift, walking, repetitive use of both hands, continuous verbal and non-verbal interactions with internal and external customers, lifting and carrying up to 10 pounds
  • Performs other related duties as assigned.

Qualifications

  • Thorough working knowledge of relevant firm computer software programs (e.g., Outlook, Word, Excel, PowerPoint) with the ability to learn new software and operating systems.
  • Ability to interpret and follow instructions.
  • Demonstrates close attention to detail.
  • Ability to work well independently as well as effectively within a team.
  • Ability to handle multiple projects and shifting priorities.
  • Ability to organize and prioritize work.
  • Demonstrates ability to use discretion and exercise independent and sound judgment.
  • Demonstrate flexibility, dependability, time management and skills to support multiple departments.
  • Ability to handle sensitive matters and maintain confidentiality.
  • Ability to work in a demanding and fast-paced environment.
  • Manages Firm resources responsibly.
  • Flexibility to adjust hours and work the hours necessary to meet operating and business needs. 

Experience/Education

  • Bachelor's Degree.
  • Minimum of two years of related experience in a law firm or professional services environment.
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EEO Statement

Skadden is an Equal Opportunity Employer. It adheres to an equal employment opportunity policy that prohibits discriminatory practices or harassment against applicants or employees based on any legally impermissible factor including, but not necessarily 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 (where the applicant or employee is qualified to perform the essential functions of the job with or without reasonable accommodation), any protected military or veteran status, or status as a victim of domestic or dating violence, sexual assault or offense, or stalking.

If you are having technical issues applying for a position, please contact your local internet service provider. Applicants who are interested in applying for a position and require special assistance or a reasonable accommodation due to a disability or a religious belief or practice should contact Jennifer Lee at (212) 735-2073.

Skadden EEO and Affirmative Action Policy

Applicants Have Rights Under Federal Employment Law

In light of the COVID-19 pandemic, please note that all newly-hired personnel in the United States must be fully vaccinated against COVID-19 by their first day of employment.

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