Founded with a commitment to build a different kind of law firm, Crowell & Moring LLP today is an international law firm representing clients in litigation and investigations, regulatory and transactional matters. We are internationally recognized for our representation of Fortune 500 companies in high-stakes litigation, as well as our ongoing commitment to pro bono service and diversity. With nearly 550 lawyers based in seven offices in the United States and Europe, the firm helps international corporations and emerging enterprises navigate complex legal challenges and create business solutions across the globe.

Job Summary

The New York Office Coordinator provides administrative support to the Office Administrator as well as the Manager of Human Resources.  This support, as described below, is provided with moderate supervision.

Job Responsibilities

• Records and notifies attorneys and staff of unplanned absences.
• Serves as an informational resource on firm policies and procedures and refers to Office Administrator when appropriate.
• Handles incoming/outgoing mail correspondence as needed.
• Orders business cards, name plates, and directory listing for new employees as appropriate.
• Maintains and updates office space map directory.
• Provides backup for administrative secretarial requests and coordinates secretarial support when Office Administrator is out of the office.
• Creates and maintains filing system to ensure accuracy and efficient retrieval of data.
• Supports submission of reimbursable expense reports.
• Participates as needed in special projects.
• Drafts routine correspondence and compiles data and documents.
• Organizes special events with Office Administrator supervision of the Holiday Party, Take Your Daughters & Sons to Work, Staff Appreciation, monthly Fruit of the Month, Health Fair/Flu Shots, Angel Tree, Office Holiday Giving, etc.
• Review and process invoices in Chrome River which could include researching client/matters numbers and users.
• Works with Receptionists to facilitate the logistics for in-house depositions, hearings, arbitrations, and mediations with respect to conference room reservations and catering needs.
• Covers the Reception desk as needed.
• Reviews and updates the NY website.
• Assists with new hire onboarding by creating orientation schedules, coordinating the scheduling of orientation meetings, arranging new hire welcome events, i.e. breakfasts/lunches and providing office tours.
• Assists the Human Resources Manager with special projects as needed including coordinating and tracking annual office-wide anti-harassment training.
• Coordinates travel arrangements by securing air, hotel and car reservations.
• Coordinates with other secretaries, service departments and outside vendors as appropriate.
• Supports submission of reimbursable expense reports.
• Assists with special projects and performs other functions for the Marketing team when needed.
• Coordinates conferences, meetings, appointments and prepares materials as needed.
• Coordinates with Operations and Hospitality special support needs for all office functions.
• Creates signage for special events.

Knowledge, Skills and Abilities

• Ability to maintain strict confidentiality regarding employee and office data.
• Demonstrated ability to communicate clearly and effectively, both orally and in writing with internal and external contacts.
• Working knowledge of legal terminology and procedures.  Knowledge of legal document forms and styles. Working knowledge of  billing (Elite Enterprise); time-entry (Elite Webview); MS Word and Windows XP, MS Excel, and MS PowerPoint.
• Must possess a thorough command of the English language including excellent spelling, grammar and punctuation. 
• Demonstrated ability to manage multiple tasks, work well under pressure, meet deadlines and remain calm while dealing with difficult situations and/or individuals.
• Ability to accurately type 70+ words per minute.
• May require the ability to safely lift, move and carry items without assistance, weighing up to 20 lbs.
• Ability to be flexible in work hours and comfortable working in various locations within firm work spaces.
• Ability to work overtime hours as requested.

Education

The position requires a minimum High School Diploma or GED.  Equivalent work experience in a corporate field/environment may be considered in lieu of some education. Bachelor’s Degree preferred.

Experience

The position requires a minimum of two (2) years of directly related corporate and/or administrative experience during which knowledge, skills and abilities applicable to the position were demonstrated. Additional education may be considered in lieu of some work experience.

Crowell & Moring LLP offers a competitive compensation and comprehensive benefits package which includes progressive options such as back up child care, wellness programs, cultural events and social activities. We take great pride in our positive, friendly culture that rewards hard work and success, at the same time recognizing the importance of family and community service.

EOE m/f/d/v
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