Practice Coordinator; Investigations + White Collar

New York, NY

The Practice Coordinator performs a wide range of administrative tasks to support assigned attorneys and other timekeepers and plays an integral role in daily practice support, combining premier assistance with administrative, organizational, project-based, and practice-related responsibilities to provide comprehensive support. The Coordinator leverages detailed knowledge of legal procedures, firm operations, and client needs to ensure seamless and efficient management of attorney schedules, client matters, billing, and practice-related projects.

This individual provides a high level of client service and support while producing a high volume of consistently excellent work product.

• Maintains detailed calendars displaying appointments, deadlines, travel schedules, and conference calls. Proactively tracks important dates to ensure timely completion of key tasks.
• Provides professional relationship management with external and internal clients. Serves as a direct point of contact for telephone calls, emails, and in-person inquiries. Exercises sound judgment when screening communications, facilitating effective follow-up and high-quality client service.
• Creates and maintains client/matter lists and communication lists. Maintains contacts in Outlook and Salesforce.
• Manages both paper and electronic files in compliance with the firm’s records management policies, ensuring confidentiality and accuracy. Creates and maintains working files and binders as requested. Utilizes firm-provided software to accurately store email messages and maintain and retrieve files.
• In conjunction with Paralegals, may prepare or coordinate the preparation of Responses to Auditor Requests. Assists with preparation of Opinion Letters.
• Utilizes firm-designated workflow software to open and close matters. Processes and tracks conflict reports. Prepares engagement letters. Initiates client file transfer requests and assists with client disengagements. May facilitate the secure transfer of case/client data in accordance with firm’s data security policy.

• Creates, edits, proofreads, and finalizes complex and practice specific legal and administrative documents, forms, and correspondence, ensuring accuracy and completeness.
• Engages in active coordination of practice-related projects such as practice group meetings and initiatives, client or industry research, and event planning. Interprets objectives, designs project timelines, and ensures that deliverables align with the firm’s expectations.
• Supports attorneys’ efforts to maintain client relationships. Coordinates pitch materials, tracks leads, updates contact databases, and arranges key client meetings. Assists with social media or targeted outreach.
• Partners with other administrative departments (Billing, Marketing, IT, Office Services) to assemble critical information, coordinate billing tasks, and maintain client satisfaction.

• Coordinates creating trial binders, arranging depositions, managing exhibits, and liaising with court reporters and opposing counsel. Assists with trial preparation and logistics, including preparation of witness files.
• Assists in all phases of a matter from case inception through trial or resolution. Coordinates management of case documents, including organization, review, and production of documents.
• Assists with the preparation of court filings assembles exhibits and appendices.
• Books and coordinates logistics and orders with court reporters. Assists with all pre-deposition logistics (travel, food, building security, printing, etc.). Assists with depositions, including preparation of witness files, exhibits, notices, and subpoenas.

• Upon attorney request, diligently manages attorney time, including inputting timenotes provided by attorney, editing and proofreading, and ensuring compliance with matter codes and billing guidelines. Proactively reminds attorneys of time entry deadlines and collaborates with them to ensure timely submission. Collaborates with attorneys to finalize and submit time daily.
• Collaborates with Client Account Manager,…