Business Intake and Conflicts Assistant

Cooley•San Diego, CA

22h•Onsite

About The Position

Cooley is seeking a Business Intake and Conflicts Assistant to join the Business Intake and Conflicts team. The Business Intake and Conflicts Assistant, working under the supervision of the Director of BIC and BIC Leadership, is responsible for specific duties that include, but are not limited to the following: Conflicts & Intake Functions: Manage and respond to department email boxes during scheduled shifts Provide assistance to attorneys and business professionals through effective communication and a thorough understanding of BIC processes and procedures Cross-train to perform needed functions during high volume times within all areas of the department including: Intake of lateral candidate forms Intake and QC of new business forms Create conflict searches Run conflict reports and remove extraneous information Perform intake QC on forms and process for necessary approvals Track and file engagement and waiver letters Carryout assigned database clean-up projects, including ethical wall and related party clean-up Create Cooley Admin Matters for clients Administrative Functions: Work cooperatively with managers and other business professionals to advance BIC projects and goals Assist with new BIC team member orientation Prepare and coordinate new hire orientation materials Manage and maintain BIC department calendars Manage and maintain BIC SharePoint page Maintain Director’s calendar including coordination of meetings and events Schedule conference rooms and catering for various meetings Schedule and maintain agenda for regular meetings of BIC leadership and CSA’s Print and organize monthly budget reports Develop and/or update various administrative forms and create and maintain files Make travel arrangements as required for BIC leadership Complete expense reports and track reimbursements for BIC leadership Organize BIC annual MPC audit responses Prepare and organize monthly and annual BIC reports for Firm Leadership All other duties as assigned or required

Requirements

After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications
Available to work overtime, as required

Nice To Haves

Bachelor’s degree
Strong computer skills
Sharepoint and Excel skills
Prior experience as an office/file clerk in a law firm or office environment
Strong communication (verbal and written) and interpersonal skills
Good judgment, strong analytical and critical thinking skills
Strong organizational skills with attention to detail
Ability to work independently with minimal supervision
Comfortable in a fast-paced, challenging environment
Able to prioritize and juggle multiple tasks
Capable of and comfortable with communicating professionally with attorneys, directors, managers and other business professionals
Ability to take on time sensitive matters while recognizing legal ethical rules
Excellent customer service skills

Responsibilities

Manage and respond to department email boxes during scheduled shifts
Provide assistance to attorneys and business professionals through effective communication and a thorough understanding of BIC processes and procedures
Cross-train to perform needed functions during high volume times within all areas of the department including: Intake of lateral candidate forms, Intake and QC of new business forms, Create conflict searches, Run conflict reports and remove extraneous information, Perform intake QC on forms and process for necessary approvals, Track and file engagement and waiver letters, Carryout assigned database clean-up projects, including ethical wall and related party clean-up, Create Cooley Admin Matters for clients
Work cooperatively with managers and other business professionals to advance BIC projects and goals
Assist with new BIC team member orientation
Prepare and coordinate new hire orientation materials
Manage and maintain BIC department calendars
Manage and maintain BIC SharePoint page
Maintain Director’s calendar including coordination of meetings and events
Schedule conference rooms and catering for various meetings
Schedule and maintain agenda for regular meetings of BIC leadership and CSA’s
Print and organize monthly budget reports
Develop and/or update various administrative forms and create and maintain files
Make travel arrangements as required for BIC leadership
Complete expense reports and track reimbursements for BIC leadership
Organize BIC annual MPC audit responses
Prepare and organize monthly and annual BIC reports for Firm Leadership
All other duties as assigned or required