Legal Operations On/Off-Boarding Coordinator

Gibson Dunn is a leading global law firm, advising clients on significant transactions and disputes. Our exceptional teams craft and deploy creative legal strategies that are meticulously tailored to every matter, however complex or high-stakes. The firm’s work is distinguished by a unique combination of precision and vision.

Based in New York or Washington D.C., the Legal Operations On/Off-Boarding Coordinator will provide key operational and administrative support to the Legal Operations function, with a focus on facilitating the seamless transition of attorney arrivals and departures, managing matter mobility, and supporting secondment workflows. The role supports strategic initiatives led by On/Off-Boarding Manager and involves close collaboration with departments such as Conflicts, IT, Records, and Practice Managers.

This role reports to the On/Off-Boarding Manager.

Responsibilities include:

Matter Mobility Support

• Coordinate the inbound and outbound transfer of matter files, ensuring accurate tracking, documentation, and external delivery.
• Support attorney lateral onboarding and offboarding by coordinating internal file movement logistics.
• Track and organize DMS imports, update matter transfer logs, and facilitate system access requests.
• Monitor shared mailboxes and ticketing systems for file movement or archive requests, escalating issues as appropriate.

Information Governance Administration

• Maintain comprehensive logs and audit trails for file transfers, data access requests, and file imports.
• Assist with administrative compliance reviews related to data lifecycle management.
• Support document indexing, naming conventions, and repository maintenance across DMS and file sharing platforms.

Attorney Arrival and Departure Support

• Coordinate the administrative intake process for lateral attorneys, including assisting with New Business Intake (NBI) submissions for portable matters.
• Serve as a liaison between incoming attorneys and internal administrative departments (e.g., Conflicts, Records, Practice Support) to facilitate a smooth transition.
• Support offboarding processes for departing attorneys, ensuring matter data is properly archived, transferred, or closed according to Firm protocols.
• Assist with the logistical and administrative elements of partner retirements, including matter transitions, systems reconfigurations, and communications with relevant internal teams.

Secondment Program Support

• Track and update records of current and historical secondments, including key dates, agreements, and attorney assignments.
• Coordinate with the Conflicts team to initiate and follow up on secondment-specific conflict checks.
• Facilitate the logistical and administrative onboarding/offboarding of secondees, including matter access permissions and timekeeping arrangements.
• Prepare or distribute program-related materials (e.g., secondment forms, guidance packets) as needed.

Cross-Departmental Coordination

• Serve as an operational liaison between Legal Operations and support departments such as Records, Practice Managers, Conflicts, and IT.
• Schedule meetings, manage agendas, and coordinate follow-up communications across initiatives.
• Help maintain internal knowledge bases or workflow tracking dashboards used by the Legal Ops team.

Qualifications

• Experience with matter intake, conflict checking, file transfers, or secondments a plus.
• Strong organizational skills and attention to detail.
• Excellent interpersonal and written communication skills.
• Comfortable navigating sensitive and confidential information.
• Proficiency in Microsoft Office; familiarity with legal DMS, intake systems, or conflict platforms strongly preferred.
• Willingness to provide after-hours support during peak periods, such as lateral onboarding waves or secondment transitions.
• Demonstrated success working in a collaborative, team-oriented environment across diverse administrative functions.

Experience

• Bachelor’s degree or equivalent experience.
• 1–3 years of administrative or operational support experience in a legal, professional services, or information management role.
• Proficiency in Microsoft Office; familiarity with legal DMS, intake systems, or conflict platforms strongly preferred.

Gibson Dunn will consider for employment qualified Applicants with Criminal Histories in a manner consistent with the requirements of local law.

Compensation & Benefits:

The annual compensation range for this position is $75-95k. The salary offered within this range will depend upon qualifications and other operational considerations.

Benefits offered for this position include health care; retirement benefits; paid days off, including sick time, and vacation time; parental leave; basic life insurance; Flexible Spending Accounts; as well as discretionary, performance-based bonuses.