Practice Team Assistant

Practice Team Assistant

Cooley is seeking a Practice Team Assistant to join the Business team.

Position Summary: Primarily responsible for providing administrative support for various administrative projects and duties in support of the timekeepers and secretaries in the assigned practice group(s). Specific duties include, but are not limited to, the following:

Position Responsibilities :

• Perform to earn supervisors’ full confidence and trust in all interactions; being mindful of quality of work, timeliness, and asking any question necessary for successful completion of assigned tasks.
• Handle confidential and sensitive information with the appropriate discretion.
• Assist with copying, scanning, printing, and other clerical tasks including creating binders, indexes, updating contact lists.
• Prepare documents to support team members’ overflow work, which may include creating or revising documents; proofreading end product for accuracy and ensuring timely delivery of work.
• Provide high-level administrative support such as preparing correspondence for signature and coordinating with different departments as necessary.
• Prepare and process expense reports, check requests, travel reimbursements, fitness reimbursement forms, invoice submissions, etc. in accordance with accounting guidelines.
• Provide legal support such as handling information requests, conducting research and preparing reports.
• Schedule, coordinate, and confirm meeting space and/or conference calls for team members’ meetings.
• Coordinate travel arrangements and travel-related services using firm-approved software and contacts.
• Track any travel and expense receipts for accurate accounting reconciliations. File and track reimbursements, credits and refunds through to completion.
• Assist with internal procedures for the preparation of audit letter responses when needed.
• Enter daily time for timekeepers as requested.
• Create and maintain files using current Information Governance guidelines. Create chronological files and indexes not stored in Records Department as requested. Forward documents to Records Dept as may be required.
• Complete e-Records filing requests, including saving and naming documents in iManage or other approved databases.
• Arrange for messenger services, facilities department, and/or document processing services as needed.
• Responsible for printing large PDF documents and emails; organizing and filing as needed.
• Assist with burning and labeling CDs and DVDs.
• Consistently use the CRM tool (Salesforce) to support business development in the firm, including taking ownership of contact information for attorney’s contacts and updating, maintaining and resolving conflicts within the CRM tool.
• Assist with all other special projects, administrative tasks, or duties as assigned.

Skills & Experience

Required:

• High school diploma or equivalent required.
• After orientation and training at Cooley LLP, exhibit proficiency in Microsoft Word, Excel, PowerPoint, Outlook, FileSurf, CRM and other Cooley applications.
• Availability to work overtime, as required.
• Previous office experience as an Administrative Assistant.

Preferred:

• Bachelor’s degree.
• Previous law firm or professional services industry experience.

Competencies

• Ability to work well under pressure;
• Strong administrative and secretarial skills;
• Ability to consistently meet deadlines;
• Excellent verbal (both listening and speaking) and written communication skills;
• Professional demeanor;
• Ability to handle a complex and fast-paced environment;
• Excellent time management skills and the ability to prioritize and handle multiple tasks quickly and efficiently;
• Ability to use initiative, diplomacy and tact;
• Good-natured and pleasant to work with good sense of humor;
• Ability to function well as a team member.

Cooley offers a c