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Legal Personnel Coordinator

Ropes & Gray LLP
New York, NY
United States

JOB SUMMARY:

The Legal Personnel Coordinator (“Coordinator”) works seamlessly with the managers, specialists and senior coordinators of the Legal Personnel and Global Mobility team to provide critical administrative support during the entire life-cycle of an attorney at the firm, from hiring to departure. Working with a high-performing global team, the Coordinator contributes to a variety of attorney-related personnel functions with primary focus on client secondments, departures, global mobility, onboarding and recruiting for our Asia offices.

ESSENTIAL FUNCTIONS:
1.Supports the legal personnel function, by among other duties:
-Coordinating attorney departure process in U.S. and Asia.
-Supporting the client secondment process in U.S. and Asia. Gathers approvals, drafts secondment agreements, and coordinates with various business support team members to ensure successful administration of incoming and outgoing attorney and paralegal secondments. Tracks and synthesizes secondment details to assist with record-keeping.
-Creating and updating internal process checklists for various team operations, including attorney transitions, moves, client secondments, departures and Asia onboardings.
-Maintaining department electronic workspaces, tracking spreadsheets and department infoNet webpages.
-Completing general administrative duties and projects, including scheduling meetings, revising documents in Microsoft Word and Excel, and creating PowerPoint presentations.

2.Supports the global mobility function, by among other duties:
-Coordinating the attorney requested office relocation program and transitions to fully remote arrangements, including drafting confirmation letters, liaising with IT and office administrators to arrange new office requirements, liaising with Bar and Compliance Specialist on bar-related matters, assisting with orientation schedules and attending to other logistical matters to support optimal integration of attorneys relocating to a new office or transitioning to a remote arrangement.
-Supporting the Global Mobility Specialist in the Global Opportunities Program and related firm supported assignments and relocations, including drafting assignment and relocation letters, coordinating integration schedules and logistics related to the moves, and processing mobility related invoices.
-Supporting the Immigration Specialist in the immigration processes for employees in the U.S. and Asia
-Assisting in maintaining the global mobility team spreadsheets and database and helps coordinate the I-9 process of U.S. employees.

3.Supports the Asia recruiting and onboarding function, by among other duties:
-Coordinating entry-level recruiting from U.S. law schools for Asia offices, through Job Fairs and On-Campus Recruiting, including planning recruiting related events to promote Ropes & Gray Asia offices at U.S. law schools, reviewing resumes, coordinating interview schedules, drafting offer letters, and maintaining legal recruiting database.
-Supporting lateral recruiting efforts in Asia by drafting offer letters and liaising with attorney talent team in Hong Kong and office managers in Asia on attorney onboardings and supporting other logistical matters to support optimal integration of attorneys in new office.

4.Assisting with Legal Personnel and Global Mobility assignments, operations, and special projects, as directed.

ESSENTIAL CAPABILITIES:
-Conscientious, well organized, detail-oriented, and willing to take initiative.
-Ability to multi-task, manage work flow, and prioritize projects effectively.
-Ability to work independently, under the direction of others, and as a part of a team.
-Flexibility in responding quickly and positively to shifting demands and opportunities.
-Ability to interact effectively with all levels of firm personnel.
-Ability to recognize confidential information and to maintain confidentiality of such information.
-Proactive in learning and adapting to new systems and processes.
-Reliable, loyal, service-focused, and punctual.
-Ability to perform under stressful conditions in a thoughtful and professional manner.

EDUCATION, EXPERIENCE AND SKILLS REQUIRED:
-Bachelor’s degree with three years experience in large law firm or similar business environment.
-Proficiency in the use of computer programs including Microsoft Office (Outlook, Word, Excel, PowerPoint), document management programs (Filesite), and database programs.
-Excellent written and oral communication, organizational, and interpersonal skills.
-Knowledge of electronic databases and programs including PeopleSoft, Taleo, eVerify, LawCruit, DocuSign and SharePoint a plus.

WORKING CONDITIONS:

Normal office environment and schedule. This is a non-exempt position; candidate must be willing and able to handle overtime as needed.

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. Firm management reserves the right to amend and change responsibilities to meet business and organizational needs.