Location: Washington, DC
Schedule: 9:00 AM to 5:30 PM
FLSA: Non-Exempt
Position Type: Full-Time/Regular

Akin Gump Strauss Hauer & Feld LLP is a leading international law firm with more than 900 lawyers in offices throughout the United States, Europe, Asia and the Middle East. We are currently seeking a Secretarial Team Coordinator, reporting to the Secretarial Manager.

The role will reside in the Washington, DC office with hybrid work capabilities and will be responsible for assisting the Secretarial Manager in providing exemplary support for attorneys through the effective coordination and deployment of secretarial resources.  The Secretarial Team Coordinator is expected to serve as a positive role model and mentor for the secretaries, and to perform all responsibilities with a commitment to providing superior service to the firm’s lawyers, efficient and effective departmental operations, and an atmosphere of teamwork and continuous improvement.  

Key responsibilities of this position include: 

Secretarial Resource Planning and Workflow Coordination

• In close collaboration with the Secretarial Manager, develop effective plans to ensure effective secretarial coverage for all attorneys (for assigned teams), including contingent plans of coverage during secretarial planned or unplanned absences. 
• On an on-going basis, assess secretarial workload for assigned team(s) to ensure overflow work is properly directed and evenly assigned among team members. 
• Develop and maintain a collaborative, strong rapport with attorneys and secretaries.
• Act as a liaison between secretarial team members and Secretarial Manager by conveying general questions and concerns presented by team members.
• Attend quarterly Secretarial Team Coordinator meetings to discuss any questions and/or concerns, sharing information and updates to assigned secretary team members.
• Serve as a resource to team members to assist with prioritizing multiple assignments and coordinating with attorneys when there are conflicting deadlines.

Assigning Coverage During Absences / Project Coordination

• Review the absence calendar to identify secretaries in assigned team(s) who are absent and provide support for attorneys impacted by absences.
• Monitor workloads and capacity and escalate issues to the Secretarial Manager if further assistance is needed.
• Ensure all attorneys whose secretary is out have been properly notified and are aware of coverage plans and available resources for their support needs. 
• Notify the Secretarial Manager if a secretary in an assigned area appears to be out of the office, but does not appear on absence calendar.

Secretarial Integration and Training

• Provide proactive mentoring, guidance and information to facilitate a successful integration of newly hired secretaries. 
• Collaborate with Secretarial Manager to ensure the new secretary is properly trained on all firm software and understands the backup system and support system for their assignments.
• Assist with and support roll out and implementation of new firmwide systems and processes.
• Follow up with new secretaries on a regular basis to ensure their transition to the firm is going well. 

Attorney Integration and Support

• Welcome new and reassigned attorneys to their assigned area/team.
• Welcome visiting attorneys located within assigned group to provide support, if needed.
• Serve as administrative mentors for summer associates and incoming first year associates and ensure these timekeepers receive guidance.
• Serve as liaison between attorneys and third party document services resources to ensure documents are completed on time and accurately.

Regularly Assigned Secretarial Duties

• Type and edit on the computer system legal and other documents (including correspondence, memoranda, bills, timesheets and project work) from transcription tapes, handwritten or typed materials, or shorthand notes. 
• Perform secretarial functions associated with firm administrative tasks, including processing new client/matter requests, client bills, and time reports.
• Coordinate travel arrangements, securing air and ground transportation and hotel accommodations.
• Process expense reports.
• Copy, distribute, send (electronically and/or via mail, courier or express service), file and otherwise handle completed work.  Use of a typewriter may be necessary for certain assignments.
• Proofread and redline work for accuracy of copy, format, grammar, punctuation and syntax.
• Receive, screen and transmit telephone calls, conference calls and messages to/from attorneys, clients and staff.
• Handle incoming and outgoing mail.
• Set up and maintain files.
• Coordinate conferences, meetings and appointments.
• Coordinate work as needed with office, firm and third-party service departments, including IT, Office Services, Document Services, Facilities, Conference Services, and Finance. 

Miscellaneous Responsibilities

• May perform other related duties required based upon the unique practice of the attorney, such as, but not limited to, assisting with practice development initiatives, committee projects, etc.
• Perform other administrative tasks or projects as needed, and handle ad hoc situations as they arise.

Qualifications (Experience, Knowledge, Skills & Abilities):

• High School diploma required
• 2- or 4-year college degree preferred
• Prior experience in a coordinator, supervisory or informal leadership role preferred
• Thorough knowledge of MS Office applications including Word, Excel, PowerPoint and Outlook
• Excellent interpersonal skills, including strong oral and written communication skills, discretion and tact
• Commitment to maintain confidentiality of employee, office, firm and client information and adhering to the firm’s Core Values
• Strong organizational skills and attention to detail
• Demonstrated ability to think creatively and strategically to meet the evolving support needs of attorneys, advisors and senior administrative staff
• Ability to manage multiple priorities and adjust to changing priorities and deadlines in a professional manner
• Ability to work independently and with a team
• Strong work ethic with the willingness and ability to assume new tasks and responsibilities
• Ability to exercise initiative, independent judgment and common sense
• Strong service orientation, and an ability to establish and maintain effective working relationships with users, peers, office and firm management, and outside business partners
• Ability to work effectively and efficiently under pressure
• Commitment to the office and firm
• Commitment to professional growth and development
• Ability to provide directions to teams as well as independently, take initiative, set priorities and see projects through completion
• Thorough knowledge of the proper preparation of time records, expense reports, client bills and conflict-checking forms
• Ability to type at least 70 words per minute with accuracy
• Shorthand or fast notes (if applicable to position)
• Thorough familiarity with legal terminology pertinent to general legal concepts and specific area(s) of assignment
• Proficiency with advanced telephone functions, including conference calling and voicemail
• Excellent telephone manner
• Familiarity with legal filing and record-keeping practices

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