Temporary Claims Recovery Administrative Assistant

Crowell & Moring LLP is an international law firm with offices in the United States, Europe, MENA, and Asia that represents clients in litigation and arbitration, regulatory and policy, and transactional and corporate matters. The firm is internationally recognized for its representation of Fortune 500 companies in high-stakes litigation and government-facing matters, as well as its ongoing commitment to pro bono service and diversity, equity, and inclusion.

Job Summary

The Claims Recovery Administrative Assistant provides administrative support to attorneys and paralegals on the Claims Recovery Team. The Assistant will be responsible for preparing routine correspondence and reports, maintaining databases, coordinating meetings, and tracking statuses of matters to ensure compliance with client and firm guidelines.    

Job Responsibilities

• Prepares new matter paperwork to open matters, ensuring accuracy and completeness.
• Prepares and manages client quarterly reports ensuring timely and accurate delivery.
• Prepares weekly trackers, submitting to senior team members for review, and incorporates all revisions and updates into final summaries for distribution to attorneys.
• Tracks the status of all matters and prepares client authorizations upon request, ensuring compliance with client and firm guidelines.
• Creates and maintains a filing system to ensure efficient retrieval of data and update records as needed.
• Drafts retention letters, engagement confirmations, status emails, and other routine correspondence, and enters and maintains associated data in internal databases.
• Maintains contact information and other related data in Interaction and MCL Management, ensuring data accuracy.
• Processes incoming/outgoing correspondence as needed, prepares any Abbreviated Trackers for attorney approval, and follows up as necessary to ensure timely completion.
• Coordinates conferences, meetings, and appointments and prepares necessary meeting materials. Track invites and RSVP's to department meetings and events.
• Coordinates travel arrangements by securing air, hotel, and car reservations ensuring timely and cost-effective travel arrangements for team members.
• Saves and maintains call notes related to client meetings, ensuring accurate and timely completion.
• Acts as a backup for updates to various tracking spreadsheets, including the retention tracking chart, and other firm and group databases.
• Acts as a backup for tracking engagements and maintains status in Retention Chart database.

Knowledge, Skills and Abilities

• Ability to maintain strict confidentiality regarding office data and handle sensitive information with discretion.
• Excellent communication skills, both orally and in writing with internal and external clients.
• Ability to follow established processes and procedures and adapt to changing priorities and nuances.
• Working knowledge of MS suite of products such as Word, Excel and PowerPoint.
• Strong attention to details, excellent spelling, grammar and punctuation skills.
• Ability to work effectively both independently and with others in a cooperative, enthusiastic, innovative, and friendly manner.
• Ability to manage a challenging workload and meet deadlines. 
• Ability to accurately type 50+ words per minute.
• Ability to work overtime hours as necessary.

Education

The position requires a Bachelor's Degree.  Equivalent training and experience may substitute for education.

Experience

The position requires a minimum two (2) to three (3) years of corporate and/or administrative experience during which knowledge, skills and abilities applicable to the position were demonstrated.

Crowell & Moring LLP offers a competitive compensation and comprehensive benefits package which includes progressive options such as back up child care, wellness programs, cultural events and social activities. We take great pride in our positive, friendly culture that rewards hard work and success, at the same time recognizing the importance of family and community service.

Our Firm is committed to fair and equitable compensation practice in accordance with applicable laws. The salary range for this position is $44,000-$58,000.00. Additional compensation may include a discretionary bonus. Other benefits include healthcare, vision, dental, retirement, and all-purpose leave. The salary for this position may vary based on location, market data, an applicant's skills and prior experience, certain degrees and certifications, and other factors.

EOE m/f/d/v
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