Practice Team Assistant

Cooley•Boston, MA

1d•Onsite

About The Position

Cooley is seeking a Practice Team Assistant to join the Litigation team in Boston. This position is primarily responsible for providing administrative support for various administrative projects and duties in support of the timekeepers and secretaries in the assigned practice group(s).

Requirements

High school diploma or equivalent required.
After orientation and training at Cooley LLP, exhibit proficiency in Microsoft Word, Excel, PowerPoint, Outlook, FileSurf, CRM and other Cooley applications.
Availability to work overtime, as required.
Previous office experience as an Administrative Assistant.

Nice To Haves

Bachelor’s degree preferred.
Previous law firm or professional services industry experience.
Ability to work well under pressure
Strong administrative and secretarial skills
Ability to consistently meet deadlines
Excellent verbal (both listening and speaking) and written communication skills
Professional demeanor
Ability to handle a complex and fast-paced environment
Excellent time management skills and the ability to prioritize and handle multiple tasks quickly and efficiently
Ability to use initiative, diplomacy, and tact
Good-natured, pleasant to work with, and good sense of humor
Ability to function well as a team member

Responsibilities

Open and organize all interoffice mail for team members.
Answer timekeeper phones as necessary.
Assist with lunch orders, car service and other scheduling tasks as needed.
Greet visitors for executives; escort them to appropriate meeting rooms and provide them with amenities as needed.
Provide high-level 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 all documents prepared for accuracy, completeness, grammar, and syntax.
Handle confidential and sensitive information with the appropriate discretion.
Schedule, coordinate and confirm meeting space and relevant attendees for team members’ meetings.
Coordinate travel arrangements.
Prepare and process Expense Reports, Check Requests, Travel Reimbursements, 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.
Review, date stamp, docket and route incoming correspondence and pleadings.
Enter Daily Time Entry (DTE) daily.
Maintain file copies of released DTE.
Create and maintain files, including chronological files and indexes not stored in Records Department.
Complete e-Records filing, as requested.
Keep all files up-to-date and organized.
Ensure materials are forwarded to the Records Dept. 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.
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.