Administrative Coordinator

Position Summary – Administrative coordinator

The Administrative Coordinator provides administrative and operational support to the Firm and assists with the day-to-day coordination of firmwide activities, travel, events, projects, and other administrative functions. This position plays an important role in ensuring that recurring administrative responsibilities are completed efficiently and that employees, candidates, vendors, and firm leadership receive timely and professional support.

The Administrative Coordinator will work closely with the Firm Administrator and collaborate with the COO, HR, Marketing & Business Development, Finance, attorneys, and other administrative team members. The position is designed to provide flexible operational capacity across the firm.

The successful candidate will be highly organized, responsive, resourceful, and comfortable managing multiple priorities in a fast-paced professional services environment.

Essential Duties and Responsibilities

Firm Operations & Administrative Support

• Provide day-to-day administrative support to the Firm Administrator.
• Assist with recurring firmwide administrative processes and operational activities.
• Act as primary point of contact with virtual office and mail processing.
• Respond to routine administrative requests and route questions to the appropriate team member when necessary.
• Assist with maintaining administrative calendars, trackers, checklists, and deadlines.
• Prepare and organize documents, spreadsheets, presentations, reports, and other administrative materials.
• Assist with firmwide communications and announcements as directed.
• Maintain organized electronic administrative files and records.
• Assist with ordering and coordinating equipment, supplies, gifts, materials, and other firm resources.
• Support attorney and employee administrative requests that fall within Firm Operations.
• Assist with mailings, shipments, document distribution, and other logistical needs.
• Coordinate signature requests and routine administrative documentation.
• Provide scheduling and meeting coordination support for firmwide operational initiatives.
• Coordinate with various partner-led committees to provide administrative support, as needed.
• Serve as a resource for employee questions regarding processes and procedures.
• Assist with employee engagement and culture initiatives.
• Assist with special projects assigned by the COO and Firm Administrator.

Qualifications

Education & Experience

• Strong organizational skills.
• Exceptional attention to detail and follow-through.
• Excellent written and verbal communication skills.
• Experience with Microsoft 365 (Outlook, Word, Excel, & PowerPoint)
• Ability to handle confidential information with discretion.
• Ability to manage multiple priorities and deadlines independently.
• May be required to perform administrative tasks such coordination of post office drop offs/pick ups