Project Management Coordinator - (Hybrid Schedule) at Reed Smith LLP

Firm Information

Reed Smith is a global relationship law firm with more than 1,700 lawyers in 30 offices throughout the United States, Europe, Asia and the Middle East.

Founded in 1877, the firm represents leading international businesses, from Fortune 100 corporations to mid-market and emerging enterprises. Its lawyers provide litigation and other dispute resolution services in multi-jurisdictional and other high-stakes matters; deliver regulatory counsel; and execute the full range of strategic domestic and cross-border transactions. Reed Smith is a preeminent advisor to industries including financial services, life sciences, health care, advertising, entertainment and media, shipping and transport, energy and natural resources, real estate, manufacturing, technology, and education. For more information, visit reedsmith.com.

Position Summary

The Project Management Coordinator (“PM Coordinator”) will contribute to Reed Smith’s value proposition by driving operational excellence and fostering an inclusive, collegial culture. The role will advance the Global Private Equity Chair’s (“PE Chair”) priorities and values, both independently and as a member of a key team (“The Team”).

Key drivers for success are strong organizational and project management skills, understanding of the clients and the legal projects in Private Equity for the clients, commitment to internal and external client service, and a high degree of drive, initiative and judgment.

This role will be a member of a fast-paced team that supports the PE Chair in driving forward business development, client on-boarding and client service. The candidate must be adept at navigating complex, high-pressure environments and be comfortable working both independently and as a member of a fast-moving team. The Team is expected to function as a singular unit, with each member contributing to ensure tasks are completed, processes are continuously improved, communication flows and deadlines are met. The candidate will interact directly with clients and partners across Reed Smith, maintaining and fostering positive relations.

This role will be required to use project management methodologies and tools to facilitate and execute project management, process improvement initiatives and process mapping efforts. The role will be expected to organize and manage projects, including follow up, for the practice, draft engagement letters and project plans, as well as help scope and price projects, for clients, as well as facilitate the full process of on-boarding and intake of new clients to the Firm.

Job Duties and Responsibilities

• Take ownership of own tasks and projects, as well as organization of team tasks and projects, keeping status updated in team tracking documents, and contributing to team meetings and team communications with key updates and status information; demonstrate flexibility and ability to be nimble in the face of changing priorities as well as ability to juggle multiple tasks/projects simultaneously.
• Initiate and own matter opening process.
• Own all aspects of billing and invoicing for PE Chair.
• Manage multiple projects concurrently, juggling priorities, deadlines and essential project management duties for each respective project.
• Track and follow up on open items for the practice.
• Write engagement letters, including project scoping and pricing, with input from firm partners, PE Chair, Client Value Team, and others on the Team. Must be able to apply own understanding / research of project to draft scoping and assumptions for partner review.
• Create matter workstreams, including for full engagement and onboarding process of new clients.
• Extrapolate team projects and assignments from a high volume of emails and track to completion.
• Continually compare matter progress to budget utilization and convey status, as appropriate.
• Proactively manage changes in project scope, identify potential risks and devise contingency plans as appropriate.
• Attend client and internal planning meetings, taking note of action items and follow up.
• Actively participate in initiatives set by PE Chair; help define and prioritize objectives, meet with stakeholders, source and analyze data, coordinate participants, monitor milestones, drive progress against plan and provide updates to sponsors and other relevant leaders.
• Enter and release time spent on Project Management and Legal Project Management for clients in the firm’s Time Entry system (currently Intapp), such that PE Chair can charge PM/LPM activities to clients as appropriate.
• Provide back-up admin support, as needed.

Job duties and responsibilities included are not exhaustive and may be supplemented as necessary. Reed Smith reserves the right to revise or modify job duties and responsibilities at any time.

Requirements

Education: College degree or related experience required.

Experience: Minimum three to five years of relevant working experience, with at least one year of experience managing large scale projects. Experience with use of technology to further project management. Law firm experience a plus.

Skills:

• Ability to quickly and effectively prioritize and execute tasks in a high-pressure team–based environment is crucial.
• Experience at working both independently and in a team-oriented, collaborative environment is imperative. Ability to elicit cooperation from a wide variety of sources, including senior partners, clients and other constituents.
• Computer proficiency with advanced skills in Microsoft Excel, Microsoft Word, and MS Project (or equivalent) are required, Power BI and Visio preferred.
• High level of professional maturity and integrity, demonstrable good judgment in sensitive and/or complex situations and unwavering discretion with confidential information.
• Extensive experience creating presentations, visual and verbal.
• Results-oriented self-starter with a high level of initiative who takes ownership, prioritizes, manages multiple complex and time-sensitive projects, and can meet competing deadlines with little guidance or oversight; ability to bring together multiple stakeholders to help drive decision; eager to learn through hands-on hard work and adapting to new responsibilities.

Other

Pay Range: $109,000 - $135,000. This represents the presently-anticipated low and high end of Reed Smith’s pay range for this position. Actual pay may vary based on various factors, including but not limited to location and experience.  This is a non-exempt position that is elgibile for over time earnings.

Supervisory Responsibilities: None.

Equipment To Be Used: Personal computer and other office equipment such as telephone, calculator, fax, machine, copier, scanner, etc.

Essential Job Functions:

• Ability to sit and/or stand for prolonged periods, intense eye usage, and finger, hand and wrist dexterity associated with prolonged computer use.
• Ability to utilize technology, including computers and telecommunication devices.
• Ability to read and interpret written documents, computer screens and other visual displays accurately.
• Ability to hear and understand verbal communication, including conversations and instructions, is important for effective collaboration and communication.
• Ability to communicate effectively, orally and in writing, with various personalities at all levels.
• Exceptional organizational skills, time management skills, and attention to detail.
• Ability to respond appropriately to shifting priorities, demands and timelines through analytical and problem-solving capabilities.
• Ability to analyze many variables and choose the most effective course of action.
• Adept at conducting research into project-related issues and products. Willingness to work with the global team and maintain seamless communication.
• Ability to grasp and apply new ideas, including finance skills and new technologies.
• Ability to handle and defuse challenging situations.
• Ability to work under pressure with composure and resilience in a fast-paced and dynamic work environment.
• Ability to think creatively and propose innovative ideas or approaches to solve problems or improve processes.
• Ability to work long days as required.
• Must work in office as required. 

Working Conditions: You will be required to work in the office at minimum 3 days per week. Occasionally called upon to work hours in excess of your normal daily schedule. The details of your weekly schedule will be discussed further with your direct supervisor. 

Reed Smith offers a challenging work environment, business casual dress code and a total compensation package that includes a competitive salary, flexible benefits program, tuition assistance, and generous 401 (k) plan.

Reed Smith is an Equal Opportunity Employer. Reed Smith's success depends heavily on the effective utilization of qualified people, regardless of their race, ancestry, religion, color, sex, age, national origin, sexual orientation, gender identity and/or expression, disability, veteran's status, or any characteristic protected by law. As a firm, we adhere to and promote equal employment opportunity for all.

Reed Smith provides reasonable accommodations for persons with disabilities, including in the application and interview process.

Qualified candidates only. No search firms.