Executive Assistant to Chief Innovation Officer

Executive Assistant to Chief Innovation Officer

Cooley is seeking an Executive Assistant to the Chief Innovation Officer.

Position summary:  Cooley Technology and Innovation departments embrace a culture of customer service excellence and all members of these departments are expected to move this agenda forward. To that end, the Executive Assistant is expected to recognize that the Innovation department is a service organization first and foremost and will be evaluated on this requirement equal in importance to the technical or operational responsibilities outlined later in this document.

The Executive Assistant will provide overall executive-level administrative assistance to the CINO. This includes assisting in coordinating departmental priorities, overall resource coordination, reporting tasks/projects, coordination and organization of events, presentations, research and executive materials. Heavy calendar and travel management expected. Specific duties and responsibilities include, but are not limited to, the following:

Position responsibilities: 

• Assist CINO in formulating and implementing departmental administrative policies, practices, procedures and long-term goals
• Perform confidential special projects, research and prepare reports and correspondence for CINO signature
• Conserve the CINO’s time by reading, researching, collecting and analyzing information as needed, in advance
• Assist with departmental project planning, intake, prioritization, initiation, execution, and training as well as in fostering collaboration of end-users and key stakeholders as needed, and in collaboration with PMO
• Manage projects and coordinate day-to-day activities to ensure departmental priorities are met. Draft correspondence as required; transcribe from dictation, notes and oral instructions
• Assist CINO with opening and organizing all interoffice mail, responding to messages, screening phone calls, and drafting/updating correspondence, interoffice memoranda and electronic mail messages
• Prepare, organize and/or distribute highly confidential correspondence and information
• Maintain CINO’s calendar, including assistance with coordination of meetings and events, as needed; maintain CINO’s contact list in CRM
• Schedule conference rooms and catering for various meetings and events, including guest arrangements
• Schedule regular meetings of departmental directors and managers and others, as required. Manage logistical requirements as necessary for these meetings
• Assist in preparation of annual department budget presentations and assist with entering of budget information into database
• Print and organize monthly budget reports, financial statements and cost recovery reports
• Manage travel arrangements for CINO, including booking travel, dealing with travel issues that may arise and submitting expense reimbursements
• Assist with department research projects, including preparation of PowerPoint presentations and other supporting documentation
• Organize and maintain departmental files and records – including electronic documents in the firm’s document management system
• Coordinate collect and publish materials and information to the Innovation page on Cooley Intranet
• Assist other members of the senior Innovation team as needed, including but not limited to providing scheduling assistance
• Act as back-up to Executive Assistant to Chief Security & Technology Officer, as needed (and the EA to CSTO will be back up to this role)
• All other duties as assigned or required

Skills & experience: 

Required:

• After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications
• Available to work overtime, as required
• 5+ years executive or administrative assistant experience

Preferred:

• Bachelor’s degree
• Previous law firm experience

Competencies: 

• Ability to prioritize, multi-task, work under pressure, meet deadlines efficiently and maintain flexibility
• Excellent oral and written communication and proofreading skills
• Ability to maintain absolute confidentiality of all discussions, records, files, documents and firm business
• Strong customer service orientation with innate desire to anticipate and fill the IS department needs
• Ability to work independently and to prioritize and manage multiple tasks
• Ability to anticipate needs, think critically and offer solutions to problems
• Acute attention to detail
• High level of initiative, diplomacy and tact
• Professional presentation and demeanor

Cooley offers a competitive compensation and excellent benefits package and is committed to fa