Legal Support Specialist (Business)

Cooley LLP•Chicago, IL

1d•$72,800 - $121,680

About The Position

Cooley is seeking a Legal Support Specialist to provide complex and specialized administrative support to assigned attorneys and paralegals on the Business team. The role supports legal document preparation, filing and service, court and deposition coordination, client intake, scheduling, billing, expense processing, travel, research, and business development. The position also involves maintaining professional relationships with timekeepers, teammates, clients, and court personnel; keeping current with court rules, firm software, and procedures; participating in technology and workflow pilots; and assisting other team members as needed. Candidates with at least one year of experience may be considered at the Legal Support Assistant level, while candidates with more than ten years may be considered at the Senior Legal Support Specialist level. The expected hourly pay ranges are $35.00–$38.50 for Legal Support Assistant, $38.50–$47.00 for Legal Support Specialist, and $47.50–$58.50 for Senior Legal Support Specialist. Final compensation depends on geographic location, applicable experience, and skillset. The stated schedule is 40 hours per week.

Requirements

After orientation at Cooley LLP, demonstrate proficiency in Microsoft Office, iManage, and other firm applications.
At least 4 years of administrative support experience in a law firm or legal department; business-practice experience is preferred.
Work independently in a fast-paced environment supporting multiple timekeepers while contributing as part of a team.
Proactively prioritize assignments and consistently meet deadlines.
Delegate work effectively when necessary.
Demonstrate initiative, diplomacy, and tact.
Consistently produce high-quality work with attention to detail in proofreading, writing, and communication.
Communicate professionally and politely with clients, colleagues, court personnel, and others.
Be reliable, committed, organized, and punctual.

Nice To Haves

Ability to navigate and interpret legal procedures and terminology effectively.
Bachelor’s degree or business college certificate.
Business-practice specialization in prior law firm or legal department administrative support.

Responsibilities

Prepare and revise documents for attorneys and other timekeepers using DocuSign, drafts, oral instructions, redlining, and proofreading.
Draft pleading and discovery documents, including master captions, shell notices, declarations, proposed orders, and proofs of service.
Create and maintain physical and electronic files in iManage, Outlook, and shared drives.
Arrange court filings and service of documents, including new complaints and subpoenas.
Electronically file and serve documents with applicable jurisdictions, including courtesy or chambers copies when needed.
Coordinate court reporters and videographers for depositions and court hearings.
Assist with preparing deposition exhibits.
Prepare conflict sheets, engagement letters, waiver letters, and other new-business forms for new and existing clients in coordination with the business intake and conflicts department.
Maintain timekeepers’ calendars and team court-related deadlines, proactively resolving scheduling conflicts.
Schedule and coordinate virtual and in-person client and internal meetings.
Communicate with the docket department about business-related deadlines.
Prepare and process invoices, expense reports, check requests, travel reimbursements, cell phone reimbursements, and fitness reimbursements using general ledger codes and applicable finance guidelines.
Enter time daily in IntApp and maintain appropriate records.
Review, distribute, and process prebills.
Perform the audit letter process.
Conduct legal research as requested.
Keep current with court rules and procedures, legal terminology, and e-filing and under-seal filing requirements.
Maintain timekeepers’ CLE credits, bar admissions and renewals, and court admissions.
Make travel arrangements and recommend suitable flights and accommodations in accordance with firm travel policy.
Coordinate with the service center on messenger service, large-scale mailings, and copy projects.
Copy and print documents that are not appropriate to send to the service center.
Use the CRM tool consistently to support the firm’s business development.
Maintain open communication and professional relationships with assigned timekeepers, team members, and clients.
Assist other timekeepers and team members as needed.
Work with, delegate to, and mentor practice team assistants as appropriate.
Keep current with applicable firm software and procedural changes.
Participate in pilot programs to test and improve technology or workflow enhancements.
Perform other duties as assigned or required.