Administrative Coordinator
hace 9 días
Miami
Katten is a full-service law firm with approximately 650 attorneys in locations across the United States and in London and Shanghai. Clients seeking sophisticated, high-value legal services turn to Katten for counsel locally, nationally and internationally. The firm’s core areas of practice include corporate, financial markets and funds, restructuring, intellectual property, litigation, real estate, structured finance and securitization, transactional tax planning, private credit and private wealth. Katten represents public and private companies in numerous industries, as well as a number of government and nonprofit organizations and individuals. \n \n Administrative Coordinator \n Under the general direction of the Director of Office Administration, assigned attorney, other legal personnel, and according to established firm policies and procedures, the Administrative Coordinator is responsible for supporting the launch and day-to-day operations of a new office in Miami. This individual will serve as the primary administrative resource for the office, providing a combination of attorney support, office coordination, reception, facilities, and client service responsibilities. The role offers a unique opportunity to join a growing office at its inception and work closely with attorneys and firm leadership as the office expands. \n \n Initially, the position will function as the primary administrative support professional for the office, handling a wide variety of operational and administrative responsibilities. As the office grows, the role will evolve to include increased legal administrative support and potential opportunities for long-term career development within the firm. \n \n The ideal candidate is professional, resourceful, highly organized, client-service oriented, and comfortable wearing many hats in a fast-paced entrepreneurial environment. \n \n Essential Duties and Responsibilities include, but are not limited to, the following. Regular, 5-day a week on-site, and predictable attendance is an essential requirement of this position, including after hours, weekends and holidays, if needed. Essential functions are primary job duties that an individual must be able to perform successfully with or without a reasonable accommodation. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. \n \n Attorney and Administrative Support \n\n • Manage attorney calendar, schedule meetings, coordinate conference calls, and arrange travel.\n, • Prepare, edit, proofread, and organize correspondence, presentations, reports, and other business documents.\n, • Answer and screen telephone calls, relay messages, and respond to routine requests.\n, • Coordinate client meetings and assist with preparation of meeting materials.\n, • Assist with attorney billing processes, time entry, expense reimbursements, and other administrative requests.\n, • Maintain attorney contacts, files, and records.\n, • Provide general administrative support to attorneys and firm leadership as needed.\n\n \n Reception and Client Service \n\n • Serve as the primary point of contact for office visitors and guests.\n, • Welcome clients, visitors, and vendors in a professional manner and notify appropriate personnel of arrivals.\n, • Coordinate visitor access, conference room reservations, catering, and meeting logistics.\n, • Answer incoming office telephone calls and route inquiries appropriately.\n, • Maintain a professional appearance throughout reception and common areas.\n\n \n Office Operations and Facilities \n\n • Assist with the day-to-day operation of the office within a temporary and evolving workspace environment.\n, • Coordinate with building management, security, IT, and outside vendors regarding office needs and services.\n, • Order and maintain office supplies, kitchen inventory, beverages, snacks, and other office necessities.\n, • Manage office deliveries, mail distribution, courier services, and shipping requests.\n, • Assist with office moves, workspace setup, onboarding logistics, and office growth initiatives.\n, • Coordinate repairs, maintenance requests, and vendor visits.\n, • Maintain office access cards, parking validations, and visitor records as applicable.\n\n \n Events and Business Development Support \n\n • Assist with planning and execution of client events, attorney meetings, networking functions, and office gatherings.\n, • Coordinate catering, audiovisual needs, conference room setup, and event logistics.\n, • Support attorneys and office leadership with business development initiatives and special projects.\n, • Assist with sourcing vendors, obtaining pricing, and coordinating services for office and client events.\n\n \n Knowledge, Skills And Abilities \n\n • College degree preferred (not required) and 5+ years of consistent administrative, executive assistant, office coordinator, or legal support experience.\n, • Experience supporting attorneys, executives, or professionals in a law firm or professional services environment.\n, • Exhibit high degree of initiative in managing multiple priorities simultaneously in a fast- paced, deadline-driven, detail-oriented work environment utilizing excellent judgment, administrative abilities, and decision-making skills. Ability to work with frequent interruptions and adapt to changes in workflow with a positive attitude and sense of urgency.\n, • Excellent interpersonal, verbal, and written communication skills. Ability to communicate with courtesy and diplomacy, efficiently follow written and verbal instructions, provide information, and maintain effective relationships with a diverse group of attorneys, clients, staff, and outside contacts.\n, • Proactive with excellent troubleshooting, problem resolution, and follow-through skills to oversee and complete assignments/tasks.\n, • Excellent organizational skills including record keeping, filing, data collection, and system information. Ability to compile and analyze data and furnish information in report format, written correspondence, e-mail, or verbally.\n, • Possess excellent knowledge of reading, writing, grammar, spelling, punctuation, proofreading, and formatting to organize and interpret source data, perform administrative functions, prepare relevant documentation, proofread material for grammatical, typographical, and spelling errors, and perform file maintenance.\n, • Computer proficient with experience and working knowledge of MS Word required. Working knowledge of Outlook, Excel, Records Management Software (i.e., IRM), Adobe Acrobat, and PowerPoint preferred.\n, • Dependable, smart, personable initiative-taker and team player who works collaboratively and cooperatively with others in a team-oriented environment. Ability to act independently and make decisions within scope of the position’s responsibilities.\n, • Work occasionally requires more than 35 hours per week to perform the essential duties of the position as stated above.\n\n \n The annualized salary range for this position is $70,000 to $90,000. Actual pay will be adjusted based on experience and other job-related factors permitted by law. \n \n We offer an outstanding benefit package which includes: medical/dental/vision, 401k with employer contribution; transportation fringe benefit program; back-up care option; generous paid time off policy; and long-term and short-term disability policies. \n \n Katten Muchin Rosenman LLP is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.