Paul Hastings LLP Hiring For Administrative Coordinator (Los Angeles, New York or Chicago) at Los Angeles, CA  Full Time

Paul Hastings is a leading international law firm that provides innovative legal solutions to many of the world’s top financial institutions and Fortune Global 500 companies. With offices across the U.S. and the world, we have the global reach and extensive capabilities to provide personalized service wherever our clients’ needs take us.

We have an opening for an Administrative Coordinator in our Office of General Counsel.

This position may sit in our Los Angeles, New York or Chicago office.

The Administrative Coordinator provides administrative support to the members of the Firm’s Office of General Counsel. This role requires strong organizational and communications skills, strong attention to detail, the ability to maintain client and firm confidences, and a positive, high-energy and service-oriented attitude. You must also have the ability to manage time effectively, anticipate needs and prioritize tasks.

In this role, you will provide these and other critical support functions:

• Assisting with day-to-day tasks to support the members of the assigned department and various projects, including coordinating related workflow and tracking;
• Maintaining departmental calendar and advising team of upcoming deliverables, meetings and events (e.g., trainings, presentations, conferences, meetings with other department and groups);
• Assisting in scheduling meetings, trainings, and presentations, and assisting in preparing agendas, correspondence and other materials to support same;
• Maintaining databases and tracking spreadsheets, including entering data accurately and circulating reports on various activities (e.g., periodic policy reviews; review and negotiation of client terms; compliance with training requirements);
• Preparing and tracking correspondence with and notices to insurers and other claims-related information (e.g., tracking expenses);
• Supporting and coordinating court filings, file transfers, document productions, responding and serving discovery, and other functions as assigned;
• Assisting in preparing correspondence to opposing counsel, insurers, and others and ability to proofread same;
• Answering standard questions for the department and routing questions that require further attention;
• Updating intranet (portal) pages and materials for the department (e.g., templates);
• Maintaining departmental files in organized matter, including case files;
• Reviewing and submitting vendor invoices and tracking same against budgets;
• Submitting departmental expenses for reimbursement;
• Opening new internal matters and track and report time against budgets;
• Assisting with travel planning and reservations and preparing itineraries;
• Coordinating with and delegating to other firm resources for document processing, printing, and other tasks;
• Assisting with special projects as necessary; and
• Work overtime as required.

Qualifications:

• Bachelor’s degree;
• Six years of relevant work experience with 3 (three) years in a medium or large law firm;
• Advanced knowledge of MS Outlook, Word, Excel, and PowerPoint;
• Comfortable with basic research (e.g., pulling cases in Lexis-Nexis, Westlaw) (preferred);
• Strong grammar and proofreading skills;
• Demonstrated comfort and ability to learn and use new technologies; and
• Demonstrated ability to learn and understand legal terminology.

Paul Hastings LLP is an equal employment and affirmative action employer F/M/Disability/Vet/Sexual Orientation/Gender Identity. Pursuant to local ordinances, we will consider qualified applicants with criminal histories in a manner consistent with the requirements of the Fair Chance Initiative for Hiring Ordinance.