Established and reputable law firm with offices across California is seeking a Sr. Department Coordinator to work closely with their Marketing team within the firm. The Senior Department Coordinator provides day-to-day departmental administrative and coordination support across the Training, Marketing and Practice Growth Strategy functions, including coordinating internal trainings and webinars, monitoring shared department email accounts, maintaining client data bases, and managing department forms, templates and workshop materials, along with recurring compliance filings (i.e. MCLE / HRCI).
As the department’s primary source of administrative support, this position requires exceptional organizational and communication skills, sound judgment, and the ability to prioritize and manage multiple priorities in a fast-paced legal environment while providing a high level of customer service to both colleagues and firm clients across all three functions.
Department Coordinator responsibilities include:
- Coordinate internal attorney training and webinars, including scheduling, presenter logistics, and material & equipment shipping.
- Provide administrative support for the Firm’s annual conference, including registration and shipping of conference materials.
- Prepare, format, and maintain workshop materials, training recordings/handouts, forms, attorney bios, and templates, ensuring accuracy, consistency, and adherence to Firm branding and style guidelines.
- Monitor and respond to department email inboxes, routing inquiries and providing timely, professional customer service.
- Provide administrative support for the Requests for Proposals (RFPs) process by gathering information, organizing required documentation, tracking deadlines, and supporting the submission process.
- Maintain attendee lists, evaluation summaries, firm-victories tracking, and the workshop calendar, and prepare and submit MCLE/HRCI continuing education filings, ensuring accurate records and timely compliance.
- Maintain the Firm’s client and contact databases, including researching and resolving returned communications to keep data accurate and current.
- Perform other administrative duties and special projects as assigned.
Qualifications:
- Candidates should have experience in events, marketing, ideally in a business setting.
- Experience supporting meetings, events, training programs, or projects, including preparing or formatting related materials and presentations is preferred.
- Experience working with databases, CRM systems, or event management platforms is preferred.
- Excellent organizational skills, able to manage multiple priorities, projects, and deadlines in a fast-paced professional environment.
- Proficient with Microsoft Office and able to learn new technology and business applications.
- Strong attention to detail and able to prepare, proofread, and maintain accurate documents, reports, and client-facing materials.
- Demonstrated ability to maintain accurate records and databases, ensuring data integrity.
- Strong problem-solving skills able to identify issues and adapt to the firm’s changing business needs.
- Able to build and maintain effective working relationships with attorneys, staff, clients, vendors, and other business partners.
- Related administrative experience in a professional office setting is required; a Bachelor’s degree in business, communications, marketing, or a related field is preferred.
- Experience in supporting proposal or RFP submission processes is a plus.
