Legal Support Specialist

Cooley LLP•Boston, MA

1d•Onsite

About The Position

Cooley is seeking a Legal Support Specialist to join the Boston Business team. The Legal Support Specialist (Business) will provide complex and specialized administrative support to assigned attorneys and paralegals. Working at Cooley provides an opportunity to work in an environment of collaboration, challenge and reward. We are all part of one firm dedicated to maintaining a diverse workplace that values and celebrates differences—from the way we relate to and support each other, to the way we work together to meet the needs of our clients. It is the unique abilities and perspectives of every individual at Cooley that creates a rewarding workplace. For Cooley, this means offering all employees the tools, training and mentoring they need to succeed. It enables every individual to balance work and family obligations. It looks beyond the Firm's four walls, fostering community involvement. It includes becoming leaders and contributors in our communities. Our cooperative spirit is the trademark of the Cooley Culture and every employee in every department is instrumental to the success of the Firm.

Requirements

After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications
Available to work overtime, as required
4+ years of administrative support experience in a law firm or legal department, preferably specializing in corporate or business practice
Ability to complete tasks independently in a fast-paced environment for multiple assigned timekeepers while working as part of a team
Pro-actively prioritize work assignments and consistently meet deadlines
Delegate work effectively when necessary
Demonstrate initiative, diplomacy, and tact
Ability to consistently deliver high-quality work with attention to detail in proofreading, writing, and communication
Engage in a professional and polite manner with clients, colleagues, and others
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

Responsibilities

Prepare and revise documents to support timekeepers which may include DocuSign, drafts, oral instruction, redlining, and proofreading end product
Create and maintain files, including electronic files in iManage and Outlook
Prepare new business forms (e.g., conflict sheets, engagement letters, waiver letters) for new and existing clients, while coordinating with business intake & conflicts department
Maintain timekeepers’ calendar, including scheduling and coordinating virtual and in-person client and internal meetings, while proactively resolving scheduling conflicts
Prepare and process invoices, submit expense reports, check requests, travel reimbursements, cell phone reimbursements, and fitness reimbursements using general ledger codes in accordance with accounting/finance department guidelines
Enter time daily in IntApp and maintain appropriate records
Review, distribute, and process prebills
Perform audit letter process
Perform legal research as requested
Maintain timekeepers’ CLE credits and bar admissions/renewals
Make travel arrangements, making recommendations for optimal flights and accommodations, while adhering to the firm’s travel policy
Coordinate with the service center to prepare and arrange messenger service, large-scale mailings, and copy projects
Copy and print documents that are not appropriate to send to the service center
Consistently use the CRM tool to support business development in the firm
Maintain open communication and professional relationships with all assigned timekeepers, team members, and clients
Assist other timekeepers and team members, as needed
Work with, delegate and provide mentorship to practice team assistants as appropriate
Keep abreast of applicable software and procedural changes at the firm
Participate in pilot programs to test and improve technology or workflow enhancements.
Other duties as assigned or required