Secretarial Coordinator - Sidley Austin LLP

Summary

The Secretarial Coordinator, under the direction and supervision of the Secretarial Services Manager, shall regularly exercise independent judgment and discretion in the performance and duties and responsibilities. Assists in the coordination of secretarial services provided to attorneys and other legal staff. Partners with the Secretarial Management Team to uphold guiding principles of Sidley Service Excellence by driving talent, teamwork and results, promoting good morale, and respect for the Firm by demonstrating high standards of professionalism, conduct and customer service, including work quality, courtesy and cooperation in accordance with the firm’s policies and procedures.

Duties and Responsibilities

• Coordinate all administrative projects.
• Assist Secretarial Management Team in coordinating coverage during planned and unplanned absences.
• Coordinates secretarial coverage for visitors, including lawyers from other offices.
• Assist with coordinating overflow of work between the Practice Support Teams and other Legal Secretaries to ensure assignments are completed timely and efficiently.
• Propose recommendations for process improvement initiatives.
• Record attendance into Time & Attendance database and maintain attendance records for the secretarial staff.
• Assist with identifying secretarial services team members as mentors to newly hired secretaries.
• Assist Secretarial Services Management Team with special projects to support the Firm’s business needs.
• Assist with scheduling secretarial overtime requested by attorneys.
• Develop subject-matter expertise on the scope and nature of administrative support functions that could be leveraged to enhance the related departmental initiatives.
• Support the Secretarial Management Team by generating various reports aimed at improving productivity and utilization.
• Create various key departmental reports for the Secretarial Department.
• Participate in meetings with the Secretarial Management Team and assist with secretarial meeting notes.

Salaries vary by location and are based on numerous factors, including, but not limited to, the relevant market, skills, experience, and education of the selected candidate. If an estimated salary range for this role is available, it will be provided in our Target Salary Range section. Our compensation package also includes bonus eligibility and a comprehensive benefits program. Benefits information can be found here.

Target Salary Range

Qualifications

To perform this job successfully, an individual must be able to perform the Duties and Responsibilities (Duties) above satisfactorily and meet the requirements below. The requirements listed below are representative of the minimum knowledge, skill, and/or ability required. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job. If you need such an accommodation, please email staffrecruiting@sidley.com (current employees should contact Human Resources). 

Education and/or Experience:

Required:

• High school graduate
• Minimum 3 years of legal secretarial experience or equivalent combination of education and experience
• Proficiency in MS office, Adobe Acrobat, legal terminology and formats (legal documents)
• Ability to communicate effectively both orally and in writing with lawyers, staff, managers, clients
• Ability to type 55 wpm

Preferred:

• Degree from an accredited college or university
• Law Firm or Professional Services Firm Experience
• Possess a thorough knowledge of processes and needs associated with a secretarial team concept
• Strong technical skills using software designed to measure productivity and utilization (i.e., Quest)

Other Skills and Abilities:

In addition to the above, the following may also be required of the successful candidate:

• Excellent organizational skills
• Excellent attention to detail
• The use of good judgment and good interpersonal communication skills
• Well-developed analytical and problem-solving skills
• Works harmoniously and effectively with others as part of a team
• A self-starter who takes ownership of tasks and demonstrates a commitment to the job
• Exercises confidentiality and discretion at all times
• Excellent verbal and written communication skills
• Ability to accept responsibility and demonstrate a proactive approach to getting the job done

Sidley Austin LLP is an Equal Opportunity Employer