Practice Team Assistant - Business Department

Practice Team Assistant - Business Department

The Palo Alto office of Cooley LLP has an opening for a Practice Team Assistant (“PTA”) in it’s Business Department.

Position Summary: The Practice Team Assistant is responsible for providing administrative and clerical 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:

• Open and organize all interoffice mail for team members

• Answer timekeeper phones as necessary (will ring on assigned legal secretary desk, but calls may be auto forwarded to assistant when legal secretary is out)

• Assist with lunch orders, car service and other scheduling tasks, as needed

• Greet visitors; escort them to appropriate meeting rooms and provide them with amenities, as needed

• Provide administrative support by conducting research, preparing reports, handling information requests, and performing clerical functions such as preparing correspondence for signature, arranging conference calls, setting up web meetings, retrieving corporate documents and updating contact databases

• Review, proof all documents prepared for accuracy, completeness and grammar and syntax

• Handle confidential and sensitive information with the appropriate discretion; perform to earn supervisors’ full confidence and trust in all interactions

• As requested, schedule, coordinate and confirm meeting space and relevant attendees for team member meetings.

• As requested, coordinate travel arrangements

• Prepare and process expense reports, check requests, travel, health club reimbursement forms, etc. in accordance with accounting guidelines

• Track relevant travel and expense receipts for accurate accounting reconciliations.  File and track reimbursements, credits and refunds through to completion

• Prepare documents to support team members with overflow work which may include revisions, edits, and proofreading end product

• Assist with internal procedures for the preparation of audit letter responses when needed and where applicable

• On behalf of the timekeepers, enter and submit time entries.  As requested, maintain file copies of released time

• Create and maintain files, including chronological files and indexes not stored in Information Governance department

• Complete e-filing in the firm’s document management system, as requested

• Keep all files up-to-date and organized.  Ensure materials are forwarded to the Information Governance department, as necessary

• Complete all document processing and correspondence assignments accurately and within timekeepers’ stated timeframes

• Prepare and arrange messenger service, copy center and facsimile requests, as needed

• Copy documents that are not appropriate to send to the copy center

• Scan documents into PDF format

• Print large PDF documents and emails

• Burning and label CDs and DVDs

• Consistently use the CRM tool 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

• Coordinate and assist with other special projects, as required

• Assist other team members and timekeepers with various administrative tasks

• 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

Preferred:

• Bachelor’s degree

• Previous general office experience

• Previous law firm or professional services industry experience

The expected hourly pay range for this position with a work schedule of 40 hours per week is $28.00 - $34.00 ($58,240.00 - $70,720.00 annually). Please note that final offer amount will be dependent on geographic location, applicable experience and skillset of the candidate. 

We offer a full range of elective benefits including medical, health savings account (with applicable medical plan), dental, vision, health and/or dependent care flexible spending accounts, pre-tax commuter benefits,