Executive Coordinator Jobs

ABOUT JENNER & BLOCK

Jenner & Block (www.jenner.com) is a law firm with global reach with more than 500 lawyers and offices in Chicago, London, Los Angeles, San Francisco, New York and Washington, DC. The firm is known for its prominent and successful litigation practice and experience handling sophisticated and high-profile corporate transactions. Firm clients include Fortune 100 companies, large privately held corporations, financial services institutions, emerging companies and venture capital and private equity investors. The American Lawyer magazine has ranked Jenner & Block as the #1 pro bono firm in the United States 10 times, most recently in 2019. The firm has been ranked in the top 10 in this category every year since 1990.

OVERVIEW

The Executive Coordinator working under the supervision of the New York office Director of Administration will take direction from and operate in support of assigned Partners, Directors and/or Managers in the performance of a variety of administrative duties as assigned. The Executive Coordinator is a non‐exempt position. The hours are 9:30 am – 5:30 pm, Monday – Friday and additional hours as required.

REQUIRED JOB FUNCTIONS

General Support:

• Identify conflicts, flags problems for possible interventions and reconcile/correct course as appropriate. Ascertain which events require Manager’s presence.
• Handle telephone calls from internal and external sources including taking accurate messages and appropriately routing calls.
• Coordinate with all firm departments to ensure long-term project tasks and milestones are tracked and completed according to schedule.
• Coordinate meeting set-ups, including but not limited to conference calls, zoom meetings and in-person meetings.
• Work with team to develop agenda in advance of meetings, calls, etc.
• Document conversions, e.g., PDF to Word.
• Assist with the preparation of presentation materials.
• Draft communications as requested.
• Perform other related duties, special projects and assignments as required. Assist other admins in back-up support and vacation coverage.
• Keep up to date on immediate and long-term commitments and plans.
• Prepare, manage, and update spreadsheets, reports, binders, meeting minutes and other reference materials to help prepare for meetings and projects.
• Coordinate travel arrangements (air, hotel, rail, car rental and black car) with firm-provided travel agency.
• Staff events on an as-needed basis.
• Maintain electronic filing system via Outlook.
• Perform follow-up for various internal/external meetings.
• Maintain calendar and contacts.
• Coordinate, manage and drive special projects and initiatives with other departments, teams and/or organizations at the direction of the Executive.
• Prepare expense reimbursements and process client-related or vendor invoices for payment.

Partner Support (if applicable):

• Assist in coordinating activities between the Partner and external parties including corporations, non-profit organizations, foundations, elected officials, etc.
• Maintain physical client files including creation of records. Prepare inactive case files and attorney materials for off-site storage.
• Proactively monitor activities for the purpose of preparing background briefings for the Partner.
• Work with the Billing department in all aspects of the billing cycle, including but not limited to the review of client billing for accuracy, edits to content/grammar, resolution of billing problems and suggest process improvements.
• Keep up to date of the Partner’s immediate and long-term commitments and plans, identify conflicts, flag problems for possible interventions and reconcile/correct course as appropriate. Ascertain which events require the Manager’s presence.
• Input attorney time into the WebTime time entry program.
• Coordinate the New Matter Intake process including initiating conflicts check, preparing New Business Memo, prepare, finalize, and distribute new client Engagement Letters including follow-up with client to ensure receipt of fully executed Engagement Letter.

PREFERRED JOB FUNCTIONS

• Work closely with the other executive coordinators to execute on administrative and strategic initiatives.
• Maintain and manage Outlook contacts for Executive, MP, Partner, or Manager.
• Screen, answer and prioritize Outlook Email Inbox including filing emails and maintaining Outlook folders.
• Make recommendations regarding appropriate action and follow-up.
• Develop and maintain a broad and deep knowledge of law firm practices, processes, and protocol. Have strong knowledge of various players.
• Create, format and proofread correspondence, presentations, reports, binders, spreadsheets and other reference materials as required to prepare Executive, MP, Partner or Manager for meetings and projects. Draft executive letters, memos, reports, talking points, video scripts and other documents. Document inquiries and questions directed to the Executive and coordinate responses or conversations as appropriate.
• Schedule and support meetings, prepare presentation materials and provide additional administrative support as needed.
• Analyze incoming memos, submissions, and reports to determine their priority order. Review incoming correspondence and interoffice materials, determine priority, and respond appropriately.

COMPETENCIES

• Strong initiative and desire to learn.
• Great client service skills, including being comfortable interacting with firm clients.
• Highly motivated self-starter requiring minimal supervision.
• Excellent verbal and written communications skills with all levels in the firm, demonstrating an ability to adapt tone to clearly articulate concepts and direction.
• High emotional intelligence with the ability to navigate in a political work environment when dealing with senior level leaders and partners.
• Analytical thinker with strong problem-solving skills and sound business judgment.
• Strong organizational and prioritization skills required to handle concurrent projects and tasks.
• Ability to work well under pressure.
• Demonstrate initiative to anticipate attorney needs.
• Ability to work independently and manage competing priorities in a fluid environment across diverse teams in a large organizational infrastructure.
• Flexibility to adjust hours and work the hours necessary to meet business needs.
• Excellent analytical, troubleshooting, organizational and planning skills.
• Demonstrates effective interpersonal and communication skills, both verbally and in writing.
• Must be results-oriented, dependable, adhere to established time commitments and demonstrate strong customer service attributes.
• Professional with a deep awareness and commitment to their duties of confidentiality.
• Ability to interface and collaborate in a complex matrix management environment.

QUALIFICATIONS AND REQUIREMENTS

• Undergraduate degree required.
• Flexibility to adjust hours and work the hours necessary to meet business needs. Able to work overtime as needed.
• Proficient in basic computer applications including Windows 7 and Microsoft Office (Word, Excel, PowerPoint, Outlook).
• 2+ years of experience supporting executive level personnel in a law firm or professional services environment preferred.

Jenner & Block LLP is an equal opportunity employer. Recruitment and employment decisions are not made on the basis of an individual’s race, color, creed, religion, national origin, ancestry, citizenship status, age, non-disqualifying physical or mental disability or medical condition, genetic information, sexual orientation, sex, gender identity and/or expression, pregnancy, childbirth, breastfeeding or related medical conditions, arrest record, matriculation, personal appearance, political affiliation, marital, parental, veteran, military, or order of protection status, or any other protected status or that of their relatives, friends, or associates.