The Executive Coordinator oversees and Legal Assistant team workflow for Litigation & Transaction so as to ensure the highest quality service is consistently provided.  The Executive Coordinator mentors, trains and develops Legal Assistants and Project Assistants; ensures compliance with Firm standards and policies while ensuring efficiency standards are met while meeting established staffing and expense budgets.  Responsibilities for this position will include those of a Litigation Legal Assistant along with office operational and administrative responsibilities.

The Litigation Legal Assistant is responsible for managing, producing and processing administrative and client-specific information in a manner that ensures the firm successfully meets its business and client service objectives.  Providing support to timekeepers and working as part of a virtual support team, the Legal Assistant is responsible for complex work that requires knowledge of litigation practice, knowledge of procedures and filing requirements of the courts and government agencies, and knowledge of and adherence to compliance policies (e.g. conflicts of interest, privacy, deadline docketing, misuse of inside information).  The Legal Assistant serves as a "client relationship manager" and is responsible for integrating new clients into the firm's business structure, maintaining and managing critical client information, and coordinating and producing a high volume of client and administrative work.

Executive Coordinator Responsibilities:

• Coach and mentor Legal Assistants and Project Assistants on assigned team
• Determine and maintain support staffing levels that are appropriate and required; effect appropriate assignments and workload balancing among Legal Assistants and Project Assistants 
• Work with Human Resources and Practice Leadership to interview Legal Assistants and Project Assistants, as needed
• Ensure successful onboarding, integration and mentoring of new hires
• Demonstrate all performance standards for team members and serve as a role model to others
• Coordinate and assist in delegating work overflow of team members to meet deadlines
• Promote and improve morale; cultivate a positive firm culture and cooperative work environment
• Develop strong relationships with partners, other managers and directors so as to be able to influence, lead and direct change
• Provide liaison leadership between administrative departments and assigned team
• Develop and implement best practices for assigned team with regard to handling of calls for absent colleagues or timekeepers; absent specific instructions use judgment to resolve
• Assist with complex special projects and other duties, as required
• Assist team members who have difficulty with technology and standards
• Manage yearly LA Overtime budget and Office Operations budget
• Oversee staff performance
• Oversee staff timesheets and time off requests
• Oversee day-to-day office operations and onsite facility needs
• Liaison with building landlords
• Plan and execute Firm activities and events while ensuring appropriate local administrative support 
• Approve office-specific expenses

Litigation Legal Assistant Responsibilities:

• Type, edit, format and proofread a variety of moderate to complex documents
• Independently perform full range of administrative support
• File management and organization (both digital and paper).  Establish and maintain client, departmental and administrative files and workspaces using established firm and department protocols for iManage and document naming conventions
• Delegate work to firm resources to effectively complete work assignments
• Assemble documents in preparation for electronic filing with courts and agencies on behalf of a timekeeper
• Understand month-end closing schedule and remind timekeepers that time must be released in InTapp to meet closing deadlines
• Edit billing narratives according to firm time entry standards in CMS or Prebill Viewer, including performing tasks within the Prebill Viewer
• Manage administrative aspects of client/matter intake and management of the matter once opened, enter/obtain required information, identify New Business Intake "NBI" stage, finalize the draft engagement letter; communicate client billing standards and rates to appropriate individuals, ensure final engagement letter is provided to Matter Maintenance and stored in Virtual Files
• Leverage firm tools, such as the portal and firm workspaces, to locate information, e.g. timekeeper standard billing rates, firm discounted rates and rate ranges; firm time-entry standards and non-billable time recording
• Basic WestLaw and internet research, as needed
• Work with other timekeepers and legal assistants when required to complete assignments and meet deadlines
• Remind timekeepers of deadlines and anticipate their needs to enable them to focus on client/firm related matters
• Anticipate timekeeper's needs and follow up to ensure they are satisfied

Qualifications/Requirements:

• Minimum eight to ten years of legal experience
• Ability to supervise, train and mentor
• Excellent teamwork and collaboration skills
• Ability to handle/navigate difficult personalities
• Experience in handling a wide range of administrative and executive support-related tasks
• Exceptional communication skills and ability to motivate and lead others
• Exhibit sound judgment to make decisions on sensitive issues
• Exhibit confidentiality at all times
• Demonstrate resourcefulness and the ability to anticipate needs, prioritize responsibilities, take initiative and work independently
• Interpret, explain and apply instructions and/or guidance, as appropriate in support of management activities or decisions
• Demonstrate ability to perform high level legal assistant duties and to coordinate team(s)
• Experience making travel arrangements
• Ability to support multiple timekeepers in a fast paced, changing environment 
• Excellent verbal, written, organization, analytical and interpersonal skills 
• Outstanding client service and decision-making skills
• Familiarity with procedures of courts and regulatory agencies
• Demonstrates a high degree of professionalism, confidentiality, discretion and decorum 
• Responsiveness to timekeeper/client needs and follow-up where appropriate
• Proficient in the use of Microsoft Office (Word, Outlook, Excel and PowerPoint), Interaction, Nexl, iManage, InTapp, CMS, PDF scanning, HotDocs, AccuRoute, Kofax PDF, Change-Pro, Metadact, Innova, CoreRelate Docket, Chrome River, Preview Biller, Internet searches, Rendezvous, Webex, Electronic Court Filing Systems, and ability to learn and use advanced software applications
• Become familiar with firm information resources