Executive Administrative Services Coordinator

Morgan, Lewis & Bockius LLP, one of the world's leading global law firms with offices in strategic hubs of commerce, law, and government across North America, Asia, Europe, and the Middle East, is seeking an Executive Administrative Services Coordinator in our Office of General Counsel, reporting to the General Counsel. This position will reside in the New York office and will be responsible for providing a broad range of administrative, secretarial, and substantive legal support to the General Counsel in an environment where superior client service is emphasized.

A hybrid in-office/remote working schedule is available for this position.

Key responsibilities of this position:

General Counsel Office Administration

• Assists the General Counsel and team in various project management initiatives.

• Organizes and assists with practice group functions as directed.

• Manages travel schedule for the General Counsel, including organizing out-of-town travel arrangements (e.g., air, hotel, car) and preparation of travel itineraries.

• Manages and triages inquiries from firm personnel and external contacts, providing timely responses, redirecting to appropriate team members, or escalating when necessary.

• Monitors incoming e-mails to identify priorities, facilitates work, and assures continuity of communications for team.

• Track and compile invoices for General Counsel review. Liaise with the firm's accounting department, outside counsel, and vendors to ensure timely processing of invoices.

• Prepare expense reimbursements for the General Counsel and process them through firm's accounting system.

• Types, transcribes, formats and proofreads a variety of legal documents and correspondence, as well as assists in preparing and publishing firm policy updates.

• Opens, sorts, and routes incoming mail; duplicates and emails documents.

• Coordinates the renewal of firm memberships and attorney registrations, manages related attorney accounts, and supports due diligence activities, including the preparation and filing of firm registrations.

• Maintains team webpages on the firm intranet and coordinates updates to personnel postings as needed across the platform.

Secretarial

• Works efficiently and effectively under pressure to meet multiple and critical deadlines.

• Prioritizes tasks, pays attention to detail and follows through to ensure deadlines are met.

• Manage new business intake requests and facilitate workspace access requests. Maintain an up-to-date matter list and coordinate matter closures as necessary.

• Handles confidential information discreetly and projects a professional demeanor in all interactions.

• Maintains cooperative working relationships within office and practice groups; fosters positive working environment.

• Demonstrates a high level of internal and external client service; screens communication and responds promptly in a clear, concise and accurate manner.

• Provides coverage when necessary for team as requested; demonstrates willingness to work in a team environment.

• Understands and uses firm resources effectively.

• Develops and maintains a system for tracking matters that require future attention.

• Maintains attorney calendar and assists with scheduling, advises attorney of appointments.

• Arranges audio/video conferences (e.g., conference calls/video conferences with multiple participants).

• Reserves conference rooms and arranges setup (e.g., whiteboard, audio/video, meals, etc.).

• Makes travel arrangements; maintains attorney travel profiles.

• Prepares attorney expense forms in a timely manner.

Experience/Qualifications

• Bachelor's degree from a four-year college or university preferred; minimum three (3) years high-level administrative experience, preferably supporting a senior executive in a mid-size organization; an equivalent combination of education and experience will be considered.

• Proficiency with the Microsoft Office programs: Excel, PowerPoint, Word, Outlook, MS Teams; as well as Docusign and document management systems.

• Independent, self-starting, and self-motivated.

• Superior written/verbal communication skills, strong interpersonal skills, and the ability to work independently and within a team environment are a must.

• Exceptional organization skills.

• Proven ability to meet stringent deadlines, adapt to changing priorities, and balance multiple tasks while operating in a fast-paced and dynamic environment.

• Ability to manage confidential information with discretion.

• Demonstrated proficiency in Microsoft Office products.

• Must be flexible to do occasional evening and weekend work.

Qualified candidates can apply online by visiting our website at www.morganlewis.com and selecting "Careers."

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For positions in New York, NY, the salary range for this job posting is: $78,500.00 - $125,600.00.

The base salary or hourly wage range for this position will be determined during the interview process and will vary based on multiple factors, including but not limited to prior experience, relevant expertise, current business needs, and market factors. The final salary or hourly wages offered may be outside of this range based on other reasons and individual circumstances. Additionally, salary or hourly wages may be only part of the total compensation package. The total compensation package for this position may also include a full range of medical, financial, and/or other benefits (including 401(k) eligibility and various paid time off benefits, such as vacation, sick time, and parental leave), dependent on the position offered. Details of participation in these benefit plans will be provided if an employee receives an offer of employment. If hired, the employee will be in an "at-will position" and the firm reserves the right to modify base salary (as well as any other discretionary payment or compensation or benefit program) at any time, including for reasons related to individual performance, firm or individual department/team performance, and market factors.

Morgan, Lewis & Bockius LLP is committed to equal employment opportunity and providing reasonable accommodations to applicants with physical and/or mental disabilities. We value inclusion and solicit applications from all qualified applicants without regard to race, color, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, veteran status, gender identity, genetic information, or any other characteristic protected by federal, state, or local law.

Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment qualified applicants with arrest and conviction records.

California Applicants: Pursuant to the California Consumer Privacy Act, the following link contains the Firm's California Consumer Privacy Act Privacy Notice for Candidates which explains the categories of personal information that we collect and the purposes for which we use such personal information. CCPA Privacy Notice for Candidates

Morgan, Lewis & Bockius, LLP reasonably accommodates applicants and employees who need them to perform the essential functions of the job because of disability, religious belief, or other reason protected by applicable law. If you believe you need a reasonable accommodation during the application process, please contact Talent Acquisition at 888.534.5003 or talent.acquisition@morganlewis.com

If hired, your employment relationship with the firm will be on an "at-will" basis, meaning that the firm may modify the terms and conditions of your employment at any time, and that either you or the firm will be free to end the relationship at any time with or without cause and with or without advance notice, although reasonable notice would be expected.