Administrative Services Coordinator

A leading global law firm is seeking Administrative Services Coordinator for their NY Business Office department.

Minimum of five years’ experience working in a similar facilities position in a law firm

Responsibilities include:

Legal Administrative Services

• Providing general administrative support to the Legal Administrative Services Manager, including drafting and revising documents, arranging conference rooms and meeting materials, and producing reports utilizing data from various sources.
• Creating daily coverage notices and maintaining department attendance log.
• Maintaining organizational charts including share groups, attorney pairings, and back up support.
• Maintaining department calendar to include recording, tracking and updating key dates for meetings, ongoing activities, and communications.
• Assisting with the development of orientation and training schedules and materials.
• Drafting correspondence to attorneys, legal/administrative assistants and external contacts.

Business Office

• Supporting office meetings and events.
• Ensuring office resource materials are updated.
• Responding, as needed, to day-to-day policy and operational questions.

Qualifications

• Ability to maintain confidentiality of highly sensitive information.
• Effective interpersonal and communication skills (written and verbal) to interact with all levels of employees and external contacts.
• Strong organizational skills with ability to prioritize multiple tasks and projects while meeting deadlines in a fast-paced environment.
• Exceptional attention to detail, including strong proofreading skills.
• Sound judgement and ability to exhibit independent thinking, creativity and resourcefulness.
• Ability to take direction and follow instructions without close monitoring and follow up.
• Ability to work overtime as necessary.

Experience

• Four-year college degree.
• Minimum of five years’ experience working in a similar facilities position in a law firm or similar professional services organization.
• Demonstrated high level of proficiency in various database and software management systems, including Microsoft Word, Excel, Outlook, PowerPoint and Adobe.