Senior Administrative Coordinator

Husch Blackwell LLP is a full-service litigation and business law firm with multiple locations across the United States, serving clients with domestic and international operations.

At Husch Blackwell we believe that diverse, equitable and inclusive teams lead to better outcomes. Husch Blackwell is committed to retaining, recruiting, developing, and promoting talented lawyers and business professionals with diverse backgrounds and experiences. We foster an engaged, diverse, and inclusive team culture of accountability and purpose that makes our Firm and our communities better.

Our firm is committed to attracting and retaining professionals who value each other and the service we provide by embracing Teamwork, Collaboration, Client Service, and Innovation. If you are a motivated professional looking for a long-term fit where you can grow in a role, and will be valued and empowered, then we invite you to apply to our Senior Administrative Coordinator position. This position will work in a hybrid capacity and can be filled in any of our office locations.

As a member of the Administrative Support Team, the Senior Administrative Coordinator provides administrative support to assigned leadership by performing a wide variety of complex and clerical functions. Essential functions include:

Administrative Support Team:

• Responsible for the coordination of departmental travel, including airline reservations/online check-ins, hotel reservations, car arrangements, etc.; utilizes Firm’s Reed & Mackay portal; coordinates vendor travel when necessary.
• Under the direction of applicable managers, coordinates purchasing, expense and/or workflow invoice procedures in Chrome River; works closely with Accounting department to ensure accurate and timely submittals and record-keeping.
• Processes monthly corporate VISA statements for assigned managers.
• Responsible for scheduling and coordinating meetings including Outlook calendaring, EMS, and other technologies; arranges complex, multi-location meetings which require video-conference and web-based participation; may include occasional dictation of department meetings.
• Assists with creating, editing, proofreading, maintaining and/or revising documents as needed, including but not limited to Excel, Word, Adobe and PowerPoint.
• When appropriate, screens and answers incoming internal and external questions/calls in lieu of sending them to assigned managers.
• Proactively demonstrates effective teamwork and communication with team members and all Firm personnel. Actively participates in regular team meetings to discuss current projects and workflow. Takes personal responsibility for regularly exchanging information and training tips with team members for maximum job effectiveness.
• Copes successfully with office demands, remaining calm under pressure.
• Conducts all business in a confidential manner.
• Operate office equipment including PCs, printers, phones, copiers, facsimiles and typewriters.

Legal Administrative Support focus:

• Perform as Team Coordinator for the Administrative Support Team; coordinate workflow in to ensure client needs are met in a timely fashion.
• Maintain Legal Administrative Assistant alpha and ratio assignment lists, as needed.
• Maintain weekly reports for Legal Support Teams and Resource Center project logs.
• Coordinate additions and changes to departmental HuB information communicating with IT and other offices.
• Special Projects (staff events, timecard system, OT staff records).
• Review timecards, make necessary changes under supervision of managers and update applicable attendance and late arrival tracking documents.
• Assist in handling all timecards for all Administrative Services’ FMLA.
• Train Team Coordinators and staff on timecard program.
• Attend all Team Coordinator Meetings/Legal Support Team Meetings, prepare meeting minutes or notes and assist in tracking and following up on topics raised in meetings.
• Review, process and post PTO requests and assist in making arrangements for coverage in Legal Support Teams.
• Review and record scheduled absences in applicable calendar.
• Assist in handling unscheduled absence calls and follow-up with attorneys and Team Coordinators.
• Assist in coordinating backup coverage to Legal Support Teams and Resource Center as workloads dictate.
• Coordinate evaluation process for Administrative Services staff; copy and distribute evaluation forms to employees and schedule evaluation meetings.
• Maintain up-to-date assignment lists for scheduling and tracking evaluations.
• Organize renewal process for all Administrative Services professional memberships and notaries.
• Assist managers in creating annual budget and monitoring throughout the year.
• Performs other duties as assigned.

Wellness Program focus:

• Coordinate wellness subsidy program.
• Coordinate wellness travel subsidy program.
• Create and run weekly and/or monthly reporting from Cigna, Ultipro, Gift Cards, Milk Stork Usage and prizes/gift cards purchased for Payroll.
• Support FMLA administrative needs.
• Coordinate and/or assist with vendors: webinars, classes, special events, and collaborate with provider (insurance provider, benefits’ broker, EAP provider, others).
• Coordinate and/or assist with special events (screeningsTrolley Run in KCP, Cash Balance Pension Plan Remote Notary, Open Enrollment and Employee Benefit Summaries).
• Assist with research, creation and modifications of special projects.
• Coordinate chair massage program.
• Assist with reviewing flyers, bulletin boards, and promotional materials.
• Provide assistance with confidential filing, photocopies and faxes.
• Answer questions on behalf of Wellness team and field calls from all employees and outside vendors.
• Maintain professional memberships for Wellness team.
• Under the direction of the Wellness Program Manager, assist with Wellness budget tasks and collaborate with accounting and vendors as needed.
• Support Wellness Team Retreat reservations, planning and coordinating.
• Monitor Wellness team mailbox and respond accordingly.

Position Requirements

• High School Diploma or GED required; 2-year degree preferred.
• 3-5 years’ relevant experience required, preferably in a professional services environment.
• Proficient with Microsoft Word, Excel, PowerPoint, Adobe and Outlook.
• Ability to maintain the highest level of confidentiality.
• Excellent client or customer service skills.
• Excellent written and oral communication skills.
• Excellent time management skills.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities, or requirements. The Firm will provide reasonable accommodations as necessary to allow an individual with a disability to apply for and/or perform the essential functions of a position. If you need assistance to accommodate a disability, please contact HR.

COMPENSATION AND BENEFITS

Employees are entitled to compensation commensurate with skill and experience. The exact compensation will vary based on skills, experience, location, and other factors permitted by law. The expected compensation ranges for this position in various states and jurisdictions are as follows:

• State of California: $53,000 - $102,000
• State of Colorado: $49,000 - $88,000
• State of Illinois: $48,000 - $94,000
• State of Massachusetts: $53,000 - $102,000
• State of Minnesota: $53,000 - $88,000
• Washington, D.C.: $69,000 - $101,000

The above salaries do not include a discretionary bonus, however bonus opportunities are non-guaranteed, and are dependent upon individual and firm performance. Full-time employees receive benefits including: medical and dental coverage; life insurance; short-term and long-term disability insurance; pre-tax flexible spending account for certain medical and dependent care expenses; an employee assistance program; Paid Time Off; paid holidays; participation in a retirement plan program after meeting eligibility requirements; and more.

Please include a cover letter and resume when applying.

EOE/Minority/Female/Disabled/Vet. Principal Applicants Only.

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Experience

Required

• 3 - 5 years: Relevant experience, preferably in a professional services environment.
• Proficient with Microsoft Word, Excel, PowerPoint, Adobe and Outlook.
• Ability to maintain the highest level of confidentiality.
• Excellent client or customer service skills.
• Excellent written and oral communication skills.
• Excellent time management skills.

Education

Required

• High School or better

Preferred

• Associates or better

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.