Executive Coordinator, Office of the General Counsel

White & Case LLP
120,000
vision insurance, parental leave, 401(k)
United States, New York, New York
Jan 05, 2025
Executive Coordinator, Office of the General Counsel Firm Summary White & Case is an elite global law firm serving leading companies, financial institutions and governments worldwide. Our long history as an international firm means we are perfectly placed to help our clients resolve their most complex legal challenges wherever they may be. With lawyers operating from more than 40 locations, working in virtually every country of the world, we have invested heavily in building a high-quality full-service practice competing at the top of the market. We are distinguished by our on-the-ground presence in the world's key financial markets and our strengths in handling complex cross-border work. It's not just about our global network of offices; it's the global interconnectedness of the Firm that our people, and our clients, value most. We work well together across geographic and practice boundaries. It's one of the reasons we attract and retain cross-border work. And why we attract a diverse group of people. Our lawyers are globally minded, enterprising, collaborative and committed to excellence. Diversity is a core value of our Firm and it has been recognized with numerous awards and top rankings around the world. Our people represent 90 nationalities and speak 80 languages. Position Summary The Head of Staff to the General Counsel plays a pivotal role in supporting the seamless functioning of the Office of the General Counsel (OGC) and will work with the Firm's Executive Committee and its Media Relations, Marketing, Legal Project Management, Finance and Technology teams to aid the delivery of exceptional legal services by the OGC to the Firm. This role requires outstanding organizational skills, discretion, and the ability to manage a wide range of responsibilities efficiently and handle confidential information with the utmost professionalism. The Head of Staff manages the OGC's calendar, coordinates travel arrangements and processes expense reports. The Head of Staff will work closely with a range of internal and external stakeholders to support the OGC's effectiveness. This position calls for a self-motivated individual who demonstrates a proactive attitude and takes personal initiative in completing tasks. The individual must be an excellent communicator, consistently and accurately reporting information to key stakeholders. The Head of Staff will foster positive working relationships at all levels of the Firm and assist in navigating the organization on behalf of assigned members of the Office of the General Counsel. Duties and Accountabilities Act as a liaison between the General Counsel and senior Firm stakeholders, other team members, departments, and various external parties to maintain excellent lines of communication with internal and external stakeholders. Anticipate the needs of the OGC, proactively identify opportunities to streamline processes, improve efficiency, and enhance productivity within the OGC and assist in the prioritization of tasks and active management of deadlines. Develop and maintain a thorough knowledge of department and Firm procedures and uphold and help to improve all policies and procedures. Assist the General Counsel in managing HR-related activities for the OGC, including scheduling annual and quarterly reviews and ensuring team members identify and complete appropriate annual objectives. Manage expenses, bills, and budget tracking in addition to outside counsel expenses and insurance reimbursements, ensuring accuracy and compliance with Firm policies. Manage the OGC team weekly meeting schedules to ensure an appropriate agenda and the participation of all team members. Manage and track completion of remediation items for the Firm, which will require liaising with various Business Services teams. Manage the OGC team's training responsibilities, including by liaising with the Firm's Learning and Development team, overseeing scheduling, and ensuring team members provide the appropriate deliverables by their deadlines. Maintain accurate client and matter lists. Oversee key administrative tasks for the General Counsel, including: Manage the General Counsel's calendar, including scheduling meetings, prioritizing conflicting requests and ensuring efficient use of time. Coordinate domestic and international travel arrangements for the Office of the General Counsel, including flights, accommodation, transportation, and itinerary planning, ensuring smooth logistics and adherence to travel policies. Create and maintain Outlook contacts and e-mail distribution lists. Prepare and edit correspondence, presentations, reports, and other documents, maintaining accuracy, clarity, and confidentiality. Ensure proper paper and electronic filing of materials in accordance with departmental and Firm protocol. Answer, screen and place calls in a professional manner. Accurately record phone messages and promptly inform OGC team. Keep GC and OGC team apprised of the status of work and any problems encountered with systems or programs. Qualifications A college degree is required; a law degree is advantageous, but not required. Exposure to a large international law firm is beneficial, but not required. Minimum 3 years supporting C-level executives or senior leaders in a fast-paced global business. At least five (5) years of legal or professional services experience; commercial litigation case work experience is a plus. Basic math skills. Demonstrate proficiency in all Microsoft software programs: Word, Excel, PowerPoint, and Outlook. Ability to quickly learn and master new software suites (i.e., Firm and practice-related software applications like iManage, Intapp, NBI, Chrome River, InterAction, etc.). Strong written and verbal communication skills, including proficiency in proper business grammar usage and punctuation, and legal and business spelling. Strong professional record and intellectual curiosity, creative thinker. Excellent interpersonal skills and ability to work in a demanding environment, liaising with the Firm's Executive Committee, Partners and Business Services functions. Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines effectively. Handle sensitive and confidential information with discretion and professionalism, maintaining confidentiality at all times. Attention to detail and a high level of accuracy in all work activities. Positive and initiative driven approach. Ability to work independently with minimal supervision while also functioning as part of a collaborative team. Skilled in comprehending and complying with instructions; interpreting them to produce quality work product and keep internal stakeholders apprised of the status of work and any problems with systems or programs. Flexible and able to adapt quickly to changes in protocols and procedures. Ability to work under pressure and with a variety of personalities. Must be flexible with work hours based on needs of the Firm. Equal Opportunities White & Case is an Equal Employment Opportunity (EEO) employer and is committed to creating a diverse and inclusive workplace. It is our Firm's policy to recruit, employ, train, compensate, and promote without regard to race, religion, creed, national origin, age, gender, sexual orientation, marital status, military or veteran status, disability, genetic information, or any other category protected by applicable law. If you require assistance and/or accommodation to participate in our application and/or interview process, please email the recruiting contact listed for the relevant position. We will be happy to work with you. Benefits at White & Case White & Case LLP offers a comprehensive suite of benefit programs to all eligible employees, including medical, dental, and vision insurance, life and disability coverage, 401(k) retirement savings, vacation time, and leave programs (including parental leave). Exempt roles are also performance bonus eligible. Location & Reporting This role is based in our New York office In-office attendance is required This role reports to the Office of the General Counsel Primary Location : United States-New York Expected Workplace : Hybrid Job Posting : Dec 5, 2024, 2:26:24 PM Salary range for New York market: 120,000 - 150,000 US Dollars (USD) Yearly Salary range in other markets will vary