Practice Team Assistant

Cooley is seeking a Practice Team Assistant to join the Business and Litigation teams in San Diego.

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 membersAnswer 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 neededGreet visitors; escort them to appropriate meeting rooms and provide them with amenities, as neededProvide 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 databasesReview, proof all documents prepared for accuracy, completeness and grammar and syntaxHandle confidential and sensitive information with the appropriate discretion; perform to earn supervisors’ full confidence and trust in all interactionsAs requested, schedule, coordinate and confirm meeting space and relevant attendees for team member meetings. As requested, coordinate travel arrangementsPrepare and process expense reports, check requests, travel, health club reimbursement forms, etc. in accordance with accounting guidelinesTrack relevant travel and expense receipts for accurate accounting reconciliations. File and track reimbursements, credits and refunds through to completionPrepare documents to support team members with overflow work which may include revisions, edits, and proofreading end productAssist with internal procedures for the preparation of audit letter responses when needed and where applicableOn behalf of the timekeepers, enter and submit time entries. As requested, maintain file copies of released timeCreate and maintain files, including chronological files and indexes not stored in Information Governance departmentComplete e-filing in the firm’s document management system, as requestedKeep all files up-to-date and organized. Ensure materials are forwarded to the Information Governance department, as necessaryComplete all document processing and correspondence assignments accurately and within timekeepers’ stated timeframesPrepare and arrange messenger service, copy center and facsimile requests, as neededCopy documents that are not appropriate to send to the copy centerScan documents into PDF formatPrint large PDF documents and emailsBurning and label CDs and DVDsConsistently 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 toolCoordinate and assist with other special projects, as requiredAssist other team members and timekeepers with various administrative tasksAll 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 applicationsAvailable to work overtime, as required

Preferred

Bachelor’s degreePrevious general office experiencePrevious law firm or professional services industry experience

Competencies

Ability to work well under pressureStrong administrative and secretarial skillsAbility to consistently meet deadlinesExcellent verbal (both listening and speaking) and written communication skillsProfessional demeanorAbility to handle a complex and fast-paced environmentExcellent time management skills and the ability to prioritize and handle multiple tasks quickly and efficientlyAbility to use initiative, diplomacy and tactGood-natured and pleasant to work with good sense of humorAbility to function well as a team member

Cooley offers a competitive compensation and excellent benefits package and is committed to fair and equitable employment practices.

EOE.

The expected hourly pay range for this position is $26.50 - $28.00. 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, life insurance, AD&D, long-term care coverage, backup care for children and/or adults and other parental support benefits. In addition to elective benefit options, benefited employees receive firm-paid life insurance, AD&D, LTD, short term medical benefits as well as 20 days of Paid Time Off (“PTO”) and 10 paid holidays each year. We provide generous parental leave and fertility benefits. New employees will attend a detailed benefit orientation to learn more about our many benefits and resources.