<p>ABOUT JENNER & BLOCK</p> <p>Jenner & Block LLP is a law firm with global reach, with offices in Century City, Chicago, London, Los Angeles, New York, San Francisco, and Washington, DC. The firm is known for its prominent and successful litigation practice, global investigations practice, regulatory and government controversies work, and experience handling sophisticated and high-profile corporate transactions. Its clients include Fortune 100 companies, technology companies, large privately held corporations, emerging companies, Native American tribes, and venture capital and private equity investors. The American Lawyer has recognized Jenner & Block as the No. 1 pro bono firm in the United States 10 times.</p> <p>OVERVIEW</p> <p>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.</p> <p>The Executive Coordinator is a non-exempt position. The hours are onsite, 8:30 am - 4:30 pm, Monday - Friday and additional hours as required.</p> <p>REQUIRED JOB FUNCTIONS</p> <p>Partner Support:</p> <ul> <li>Heavy calendaring and scheduling. </li><li>Heavy telephone, i.e., placing calls on behalf of partner and answering calls to partner. </li><li>Serving as gatekeeper to partner. </li><li>Liaison between partner and all internal and external parties. </li><li>Proactively monitor activities for the purpose of preparing background briefings for the Partner. </li><li>Input attorney time into the WebTime time entry program. </li><li>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. </li><li>Maintain physical client files including creation of records. Prepare inactive case files and attorney materials for off-site storage. </li><li>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. </li><li>Assist in coordinating activities between the Partner and external parties including corporations, non-profit organizations, foundations, elected officials, etc. </li><li>Keep up to date on 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 </li></ul> <p>General Support:</p> <ul> <li>Prepare expense reimbursements and process client-related or vendor invoices for payment. </li><li>Coordinate meeting set-ups, including but not limited to conference calls, zoom meetings and in person meetings. </li><li>Maintain calendar and contacts. </li><li>Maintain electronic filing system via Outlook. </li><li>Document conversions, e.g., PDF to Word. </li><li>Handle telephone calls from internal and external sources including taking accurate messages </li><li>and appropriately routing calls. </li><li>Coordinate travel arrangements (air, hotel, rail, car rental and black car) with firm-provided travel agency. </li><li>Coordinate with all firm departments to ensure long-term project tasks and milestones are tracked and completed according to schedule. </li><li>Assist with the preparation of presentation materials. </li><li>Coordinate, manage and drive special projects and initiatives with other departments, teams and/or organizations at the direction of the Executive. </li><li>Prepare, manage, and update spreadsheets, reports, binders, meeting minutes and other reference materials to help prepare for meetings and projects. </li><li>Draft communications as requested. </li><li>Staff events on an as-needed basis. </li><li>Perform follow-up for various internal/external meetings. </li><li>Keep up to date on immediate and long-term commitments and plans. </li><li>Work with team to develop agenda in advance of meetings, calls, etc. </li><li>Perform other related duties, special projects and assignments as required. Assist other admins in back-up support and vacation coverage. </li></ul> <p>PREFERRED JOB FUNCTIONS</p> <ul> <li>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. </li><li>Analyze incoming memos, submissions, and reports to determine their priority order. Review incoming correspondence and interoffice materials, determine priority and respond appropriately. </li><li>Make recommendations regarding appropriate action and follow-up. </li><li>Maintain and manage Outlook contacts for Executive, MP, Partner, or Manager. </li><li>Develop and maintain a broad and deep knowledge of law firm practices, processes, and protocol. Have strong knowledge of various players. </li><li>Schedule and support meetings, prepare presentation materials and provide additional administrative support as needed. </li><li>Screen, answer and prioritize Outlook email inbox including filing emails and maintaining Outlook folders. </li><li>Work closely with the other executive coordinators to execute on administrative and strategic initiatives. </li></ul> <p>COMPETENCIES</p> <ul> <li>Meticulous with strong organizational and prioritization skills required to handle concurrent projects and tasks. </li><li>Flexibility to adjust hours and work the hours necessary to meet business needs. </li><li>Ability to work well under pressure. </li><li>Ability to interface and collaborate in a complex matrix management environment. </li><li>Excellent verbal and written communications skills with all levels within the firm, demonstrating an ability to adapt tone to clearly articulate concepts and direction. </li><li>Great client service skills, including being comfortable interacting with firm clients. </li><li>Ability to work independently and manage competing priorities in a fluid environment across diverse teams in a large organizational infrastructure. </li><li>Excellent analytical, troubleshooting, organizational and planning skills. </li><li>Demonstrates effective interpersonal and communication skills, both verbally and in writing. </li><li>Demonstrate initiative to anticipate attorney needs acting as a partner in attorneys' practice. </li><li>Highly motivated self-starter requiring minimal supervision. </li><li>Strong initiative and desire to learn. </li><li>Must be results-oriented, dependable, adhere to established time commitments and demonstrate strong customer service attributes. </li><li>High emotional intelligence with the ability to navigate in a political work environment when </li><li>dealing with senior level leaders, partners, and high-profile clients. </li><li>Professional with a deep awareness and commitment to their duties of confidentiality. </li><li>Analytical thinker with strong problem-solving skills and sound business judgment </li></ul> <p>QUALIFICATIONS AND REQUIREMENTS</p> <ul> <li>Expertise in basic computer applications including Windows 7 and Microsoft Office (Word, Excel, PowerPoint, Outlook). Microsoft 365 preferred. </li><li>Flexibility to adjust hours and work the hours necessary to meet business needs. Able to work overtime as needed. </li><li>Undergraduate degree required. </li><li>4+ years of experience supporting executive level personnel in a law firm or professional services environment. </li></ul> <p>Additional Duties</p> <p>This job description is intended to provide a general overview of the primary duties and responsibilities for the position. It is not an exhaustive list of all tasks or responsibilities that may be assigned. The role may include additional duties, specialized projects, and other tasks as required. The firm reserves the right to modify or adjust the responsibilities to meet business needs.</p> <p>Physical Requirements</p> <p>Candidates must be able to meet the physical demands of the position, including the ability to commute to the office as required on designated in-office days based on the position. The firm is committed to providing reasonable accommodations in accordance with the Americans with Disabilities Act (ADA) for qualified individuals with disabilities.</p> <p>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.</p> <p>Jenner & Block is proud to offer a competitive total rewards package, including comprehensive health & well-being benefits and 401k profit sharing. The anticipated pay range for this role is $85,000 -$110,000 in New York. The actual offered rate for this position will be determined based on several factors, including qualifications and experience, geographic location, education, external market data, and consideration of internal equity.</p>