Assistant Client Coordinator - BakerHostetler

Teresa B Marshall

Assistant Client Coordinator - BakerHostetler

Our Private Wealth Practice has an excellent opportunity for an Assistant Client Coordinator in the Washington, DC office.  This is a non-exempt position supporting the Client Coordinator in the Private Wealth Practice.  The Client Coordinator is responsible for the project management and business functions of this robust practice comprised of approximately 30 extremely successful client families. The Assistant Client Coordinator will manage high volume scheduling, word processing tasks, and other administrative functions for the team. This is a fast-paced group of 19 individuals housed in the DC and NYC offices with a client-focused culture and strong worth ethic.

Responsibilities:

  • Initiate video/teleconference (Zoom/Teams) connections and cover phone lines
  • Extensive travel arrangements with detailed itineraries

o    Maintain client/associate travel list and contacts

  • External and Internal Scheduling
    • Schedule document review meetings or client document signings; arrange for notaries/witnesses
    • Schedule Prospect meetings and prepare marketing materials
    • Schedule internal meetings with supervising attorneys
    • Quarterly group meetings and activities
    • Client dinners, sporting events and business development efforts
  • Meeting Preparation
  • Work with Client Coordinator on materials needed
  • Confirm with supervising attorneys that documents are complete
  • Pull client files and/or email traffic
  • Prepare Baker marketing materials as needed
  • Business Expense Reporting
  • Track and audit business expenses
  • Submit reports using Chrome River software

 

  • Document Drafting and Client Binders
  • Follow team formatting protocols to draft and edit documents as needed
  • Draft Agreements, Letters of Engagement, Letters of Transmittal, and other form documents upon request
  • Use comparison docs to show track changes to attorneys
  • Create client binders of executed documents with Table of Contents and tabs
  • Case Load Tracking
  • Stay informed on current active cases and status
  • Use Microsoft Teams Planner to review case status and open items
  • Client Trust Administration
  • Communicate with Trust Coordinator on invoices and payments
  • Write checks and files electronic copies in NetDocs
  • Monthly bank statement downloads and manage master spreadsheet
  • Manage “Checkbook Register” for payments & distributions
  • Attorney Bar Dues & Continuing Education Tracking
  • Track and maintain records of team attorney bar dues for DC, MD, and VA
  • Track annual state reporting requirements for attorneys (continuing legal education)
  • Register attorneys for continuing legal data education webinars as needed and report credits
  • Marketing Efforts
  • Maintain updated marketing brochures in the office
  • Liaison with internal marketing team to update materials or produce special projects as needed
  • Work with clients on scheduling webinar presentations and track event from inception to completion
  • Manage attorney Outlook Contacts and separate industry contact lists
  • Manage prospect tracker and follow-ups
  • Send mass marketing emails to attorney contacts
  • Maintain files on all marketing materials produced by attorney
  • Client Discovery and Onboarding
  • Assist Client Coordinator with discovery and onboarding efforts
  • Run conflict checks and open new matters
  • Send Client Intake Forms and request supporting documents. Responsible for document completion ad follow-up on data deliverables
  • Manage Charitable and Volunteer Efforts (American Heart Association/UMD Dingman)
  • Weekly time entry using InTapp software
  • Calendar Baker open enrollment deadlines for team (401K, HSA contribution and other benefits)
  • Other duties as requested and assigned.

 

 

Requirements:

  • Bachelor’s Degree with a minimum of 2 years of relevant experience as an executive assistant in a law firm
  • High level of proficiency with Microsoft Office and Microsoft Teams, including a strong working knowledge of Excel. Information technology background a plus.
  • Demonstrated capacity to maintain confidentiality and handle sensitive information.
  • Ability to organize work-flow, utilize time efficiently, show strong attention to detail and perform at a high level in a fast paced ever changing work environment.
  • Demonstrated good judgment, tact, and flexibility and the ability to prioritize competing tasks.
  • Strong interpersonal communication skills necessary for maintaining effective relationships with attorneys and staff, as well as external contacts, in person, by e-mail and telephone.

 

How to Apply:

Interested individuals should submit their resume to [login to unmask email]. Please remember to include the job title and office location in the subject or body of your email.

 

About Us:

BakerHostetler is recognized as one of the leading law firms in the country.  With nearly 1,000 attorneys across 17 offices coast to coast, BakerHostetler is a great place to work for those who seek professional and personal growth in a collaborative environment.  We deliver the highest quality counsel to our clients, who include many of the nation’s largest and most well-known companies.  BakerHostetler’s values have remained unchanged since our founding more than 100 years ago: dedication to the law, commitment to the highest standard of client service, continuous development of our people and active participation in the communities in which we work and live.

 

BakerHostetler offers a comprehensive and competitive benefit program.  Specific information is provided during the interview process. 

  • Competitive Salaries
  • Performance Bonus Program
  • Generous Time Off
  • Generous Retirement Program including 401(k) Plan
  • Group Health, Dental and Vision Insurance
  • BHealthy Wellness Program
  • Life Insurance
  • Voluntary Accident Insurance – Self and Family
  • Short and Long-Term Disability
  • Pre-Tax Benefit Programs

 

Please visit www.bakerlaw.com for more information about our Firm.

 

Baker & Hostetler LLP is an Equal Opportunity Employer.