Project Management Coordinator
15 days ago
New York
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”). The PM Coordinator must be able to synthesize large volumes of information, extract actionable next steps from complex communications, and drive consistent follow-through across multiple stakeholders, workstreams, and deadlines. 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. The successful candidate will demonstrate professional maturity, strong communication judgment, and composure when interacting with partners, senior firm leadership, clients, C-suite executives, and other key stakeholders in high-pressure or time-sensitive situations. The role requires a high degree of accountability, initiative, adaptability, and curiosity, with an expectation that the PM Coordinator will proactively identify gaps, anticipate next steps, and help keep matters and internal projects moving with limited oversight. 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. Given the pace and sensitivity of the PE practice, the PM Coordinator must exercise a high degree of discretion, build institutional knowledge deliberately, and ensure that critical workflows, matter details, and client relationships are documented and transferable at all times. 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. 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. Synthesize complex and high-volume email communications, meeting notes, client updates, and partner requests into clear action items, tracker updates, deadlines, and follow-up plans. 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. Proactively identify open items, risks, bottlenecks, missing information, and next steps across active matters, engagement letters, business development initiatives, billing-related projects, and other PE Chair priorities. Coordinate with partners, attorneys, clients, senior leadership, business development, client value, finance, billing, matter opening, conflicts, and other cross-functional teams to drive progress and resolve outstanding items. Maintain ownership of assigned workstreams by ensuring trackers, project plans, engagement letter status updates, client/matter onboarding items, and follow-up communications remain accurate, current, and actionable. Communicate confidently and professionally by phone, email, Teams, and in live meetings with internal and external stakeholders, including partners, senior leaders, clients, and C-suite contacts. Anticipate stakeholder needs and prepare materials, trackers, summaries, questions, and follow-up items in advance of meetings, deadlines, client calls, and PE Chair requests. Exercise sound judgment in escalating urgent issues, sensitive client matters, stalled workstreams, attorney responsiveness concerns, or deadline risks. Support continuous improvement by identifying process gaps, recommending practical solutions, and helping refine team guidelines, templates, trackers, workflows, and operating procedures. Demonstrate flexibility and composure in a rapidly changing environment, including reprioritizing work quickly as client, partner, PE Chair, and team needs evolve. Build and maintain written documentation of workflows, processes, templates, and institutional knowledge to support team continuity, scalability, and effective onboarding of future team members. Job duties and responsibilities included are not exhaustive and may be supplemented asnecessary. 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 or professional services experience a plus. Skills: Strong organizational skills and attention to detail a must. Ability to quickly and effectively prioritize and execute tasks in a high-pressure team–based environment is crucial. Ability to respond appropriately to shifting priorities, demands and timelines through analytical and problem-solving capabilities. Adept at conducting research into project-related issues and products. Willingness to work remotely with the global team and maintain seamless communication. Computer proficiency with advanced skills in Microsoft Excel, Microsoft Word, and MS Project (or equivalent) are required, Power BI and Visio preferred. Must be able to learn, understand and apply finance skills and new technologies. 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. High level of professional maturity and integrity, demonstrable good judgment in sensitive and/or complex situations and unwavering discretion with confidential information. Excellent verbal and written business communication skills with extensive experience creating presentations, visual and verbal. Ability to compile, review, analyze and synthesize data – financial, demographic or otherwise – to determine logical conclusions or provide recommendations based on data and information that is varied in context, content, and format. 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. Ability to synthesize large volumes of information and convert complex communications into practical action items, project plans, tracker updates, and follow-up communications. Strong stakeholder management skills, including the ability to build credibility and maintain effective working relationships with partners, senior leadership, clients, C-suite executives, attorneys, and business services teams. Strong verbal and written communication skills, with the confidence and professionalism to communicate clearly in fast-paced meetings, by phone, by email, and through concise written summaries. Demonstrated ability to think strategically, anticipate issues, identify gaps, and develop practical solutions with limited guidance. Ability to coordinate and influence cross-functional stakeholders to drive progress, resolve bottlenecks, and keep projects moving forward. High degree of accountability, follow-through, and ownership over assigned matters, internal projects, trackers, deadlines, and recurring responsibilities. Adaptable and composed under pressure, with the ability to remain organized, responsive, and effective in unpredictable or rapidly changing environments. Curious and eager to learn new business concepts, legal processes, private equity terminology, firm systems, technologies, and project management tools. Proactive self-starter who anticipates needs, flags risks early, and addresses issues before escalation is required. Strong ability to navigate sensitive interpersonal and partner dynamics, and communicate with tact and discretion across a wide range of stakeholders and situations. Familiarity with, or demonstrated eagerness to develop fluency in, private equity deal structures, transaction lifecycle, project plan drafting, matter management, and business development processes in a law firm or professional services environment. Experience supporting business development activities – including pipeline tracking, pitch or proposal support, client outreach campaign management, or opportunity reporting – is a strong plus. Additional information Supervisory responsibilities: None. Equipment used: Personal computer and other office equipment such as telephone, calculator, 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. Attention to detail and accuracy are critical skills necessary for ensuring precision and quality in all tasks and responsibilities. Ability to use independent judgment and discretion and adapt to changing work situations. Working conditions Expected to work in person in the New York City (Midtown Manhattan) office a minimum of four days per week, subject to change. Pay ranges This is a non-exempt position. The hourly wage range for this role is $62.09 to $76.92, with an estimated annual compensation range of $113,000 to $140,000, based on expected hours. This represents the presently anticipated pay range for this position. Actual pay may vary based on various factors, including but not limited to location and experience. Employee benefits overview Our comprehensive benefits package includes: 401(k) Retirement Plan Medical Insurance Health Savings Account (HSA) Virtual Health Services Dental Insurance Vision Insurance Accident Insurance Hospital Indemnity Insurance Critical Illness Insurance Life Insurance Short-Term Disability Coverage Long-Term Disability Coverage Flexible Spending Accounts (FSA) Lyra Health Employee Assistance Program (EAP) Paid Family Leave (for eligible Exempt and Non-Exempt staff) Transportation Benefit Back-up Child Care Services College Coach Program Pet Insurance Paid Sick Time (for Exempt staff) Paid Time Off (available to all full-time, non-temporary employees) 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 with Core Values of Integrity, Excellence, Teamwork & Respect, Innovation, and Impact. Reed Smith also provides reasonable accommodations in accordance with law, including in the application and interview process. Qualified candidates only. No search firms.
