Job Description

McGuireWoods is seeking a highly organized and detail-oriented Private Equity Administrative Coordinator to support the Chair of the Firm’s Private Equity Department and two Managing Directors. This role primarily supports the team’s billing processes, while also providing administrative and business development support within a fast-paced, high-volume practice. The ideal candidate is proactive, collaborative, and able to manage multiple priorities while working independently and as part of a team.

McGuireWoods, one of the world’s leading law firms, has provided legal solutions to corporate, individual and nonprofit clients since 1834. Along with excellent benefits, McGuireWoods offers most employees a hybrid remote option allowing flexibility and work-life balance. Our Applicant Disclosures describe your rights. Our Privacy Statement describes how we will process and safeguard your personal data.

Responsibilities

Administrative Support

• Prepare, edit, and format legal documents and correspondence.
• Manage document uploads, scanning, filing, and records maintenance within e-rooms and document management systems.
• Coordinate attorney time entry, travel arrangements, expenses, invoices, and check requests.
• Maintain client and firm files, assist with conflicts checks, and support general administrative operations.
• Assist with event coordination, including scheduling, logistics, materials preparation, and attendee communication for client and internal events.

Billing & Collections

• Coordinate pre-bills, time corrections, invoice preparation, and submission.
• Liaise with attorneys, clients, accounting, and billing teams to resolve billing inquiries and ensure accurate processing.
• Track billing activity, prepare reports, and assist with collections and outstanding accounts receivable.
• Support monthly, quarterly, and year-end billing and collection goals.

Business Development

• Conduct research on clients, prospects, industries, and market opportunities to support business development initiatives.
• Maintain CRM databases and investor/private equity sponsor contact lists.
• Assist with client outreach, relationship management, and meeting preparation.
• Support additional business development and marketing initiatives as needed.

Qualifications

• High school diploma required; some college preferred.
• 2+ years of law firm or professional office experience preferred.
• Must have legal billing experience.
• Strong organizational, multitasking, and communication skills.
• Excellent attention to detail and ability to meet tight deadlines.
• Proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint.
• Ability to work independently, collaboratively, and overtime as needed in a fast-paced environment.
• Willingness and desire to work with innovative technology platforms - our employees also have access to Harvey, a legal-specific AI tool that reduces time spent on routine tasks, allowing you to focus on more meaningful, high-impact work.

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