EO Practice Group Administrator

SUMMARY:

A New York based law firm with approximately 200 lawyers is seeking a Practice Administrator (the “Administrator”) for its Tax-Exempt Organizations Group (the “Group”).  The Administrator will oversee and coordinate the day-to-day and long-term administration and management of certain Group business functions and resources.  The Administrator will work directly with attorneys and staff in the Group, as well as with attorneys and staff throughout the Firm as required, and report to the Chair of the Group.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Working with Group attorneys on the preparation, editing, and proofreading of certain basic client documents
• Assist with state and federal filings under lawyer supervision
• Facilitating project management of certain transactions, including direct client, vendor and government agency contact, and discrete non-legal research
• Leading the Group’s Knowledge Management efforts, including the development with Group attorneys and maintenance of:
  • Matter and transaction files/binders;
  • Precedent files/binders;
  • Document templates;
  • Evolving knowledge database; and
  • Checklists for common matters and transactions.
• Acting as the Group’s liaison to the Finance Department, including:
  • Assistance in processing new client and new matter paperwork and drafting and monitoring the status of engagement letters;
  • Assistance in the preparation, editing, review and submission of client bills, as requested;
  • Monitoring client billings, collections and write-offs and coordinating with billing partners and client contacts to ensure timely billings, collections and write-offs;
  • Helping develop project budgets and monitoring progress against budgets.
• Coordinating the development and implementation of substantive training on relevant topics for Group lunches
• Acting as point person on conflicts clearance and waiver issues, including maintaining forms of waiver; following up with clients and Records Department, as necessary; and maintaining organized records of conflicts and waivers
• Handling annual client audit inquiry response process
• Collaborating with Business Development/Marketing team and attorneys on responses to RFP’s, maintenance of marketing contact list, blog posts, and coordination of holiday gifts to clients
• Working closely with Professional Recruiting to provide support on recruiting activities

QUALIFICATIONS, SKILLS AND COMPETENCIES:

• Bachelor’s degree;
• Two years of experience in law firm administration or similar field preferred;
• Exceptional written and oral communications skills;
• Exceptional attention to detail;
• Ability to work well under pressure and multitask, including setting priorities and meeting deadlines.
• Self-motivated with ability to anticipate problems and move things forward with limited direction.
• Ability to handle sensitive and confidential matters with discretion.
• Proficiency with advanced functions of MS Word, PowerPoint, and Excel.

The starting base salary range is $70,000.00-$100,000.000, annually, plus overtime, bonus and comprehensive benefits.  The base pay actually offered will take into account internal equity and may vary depending on the candidate’s job-related knowledge, skills and experience, among other factors.