Temporary Claims Recovery Administrative Assistant

Job Description
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.