Legal Administrative Coordinator

Overview

• Support the establishment of a new office for a global law firm, providing administrative coordination and office management services.
• Collaborate directly with the Partner leading the office to ensure seamless operations and client service delivery.
• Handle diverse responsibilities including legal administrative tasks, vendor management, and office setup activities.
• Contribute to the growth and development of the office by supporting recruitment and onboarding processes.
• Ensure compliance with firm policies and procedures while maintaining confidentiality and professionalism.
• Provide high-quality support in document preparation, scheduling, and client communication.
• Opportunity to transition from a temporary to a permanent role based on performance.
• Work closely with the Partner to navigate complex corporate finance and capital markets legal matters.
• Engage in a dynamic and fast-paced environment with opportunities for professional growth.

Key Responsibilities & Duties

• Coordinate administrative functions including calendar management, scheduling, and correspondence for the office.
• Assist in setting up the office space, managing vendors, and ensuring operational readiness.
• Prepare, proofread, and manage complex legal documents and correspondence.
• Support client engagement activities, including scheduling meetings and maintaining professional communication.
• Handle billing and expense reporting processes, ensuring accuracy and timeliness.
• Maintain client files and records, ensuring compliance with firm standards.
• Provide assistance in recruitment and onboarding activities for the growing office.
• Collaborate with the Partner to address operational challenges and implement solutions.
• Ensure adherence to legal and regulatory requirements in all administrative processes.

Job Requirements

• Bachelor of Arts (BA) degree required, with a strong preference for candidates with legal or business studies.
• Minimum of 3 years of experience in a legal administrative role within a law firm.
• Preferred 7 years of experience with exposure to office management and legal executive assistance.
• Proficiency in Microsoft Office Suite, document management software, and legal billing systems.
• Exceptional organizational, communication, and multitasking skills in a fast-paced environment.
• Ability to maintain confidentiality and professionalism in handling sensitive information.
• High energy and positive attitude with a proactive approach to problem-solving.
• Flexibility to work onsite 4-5 days per week and adapt to overtime requirements.
• Experience in vendor management and office setup is highly desirable.