Practice Team Assistant

Cooley LLP•San Francisco, CA

1d•Hybrid

About The Position

Cooley is seeking a Practice Team Assistant to join our San Francisco Litigation Department. Cooley is a global law firm with an expansive practice and more than 3,000 employees and partners worldwide. We value and celebrate diverse perspectives and strive to create a workplace where every individual can thrive. At the core of Cooley’s success is the exceptional talent and unwavering spirit of our people. We embrace individuality while fostering a ‘one-firm’ culture where collaboration and creativity thrive. Our people are the foundation of our success and the driving force behind everything we do. As part of the Cooley culture, we recognize and appreciate the value of being together, in person, to build comradery with others in the office and to be a contributing member of the Cooley office. However, we also appreciate the benefits and flexibility that come from remote working. As such, the default assumption for employees and partners is a hybrid schedule: some in-office presence and some work from home days absent certain essential in-office roles that require five (5) days/week in-office.

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
Previous general office experience
Previous law firm or professional services industry experience
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
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
Strong administrative and secretarial skills
Excellent verbal (both listening and speaking) and written communication skills
Ability to function well as a team member

Responsibilities

Open and organize all interoffice mail for team members
Answer 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 needed
Greet visitors; escort them to appropriate meeting rooms and provide them with amenities, as needed
Provide 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, proof all documents prepared for accuracy, completeness and grammar and syntax
Handle confidential and sensitive information with the appropriate discretion; perform to earn supervisors’ full confidence and trust in all interactions
As requested, schedule, coordinate and confirm meeting space and relevant attendees for team member meetings.
As requested, coordinate travel arrangements
Prepare and process expense reports, check requests, travel, 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
Assist with internal procedures for the preparation of audit letter responses when needed and where applicable
On behalf of the timekeepers, enter and submit time entries.
As requested, maintain file copies of released time
Create and maintain files, including chronological files and indexes not stored in Information Governance department
Complete e-filing in the firm’s document management system, as requested
Keep all files up-to-date and organized.
Ensure materials are forwarded to the Information Governance department, 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
Print large PDF documents and emails
Burning and label CDs and DVDs
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