Senior Legal Support Specialist

Cooley • Boston, MA

2d

About The Position

Senior Legal Support Specialist Cooley is seeking a Senior Legal Support Specialist to join the Boston Business team. Position summary : The Senior Legal Support Specialist (Business) will provide complex and specialized administrative support to assigned attorneys and paralegals. Specific duties and responsibilities include, but are not limited to, the following: Position responsibilities: Independently prepare and finalize complex documents to support timekeepers which may include DocuSign, drafts, oral instruction, redlining, and proofreading end product Draft and edit complex correspondence with minimal oversight Coordinate complex cases and projects by maintaining ticklers, tracking progress, and proactively managing deadlines 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 by coordinating virtual and in-person meetings for both client and internal purposes, 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 Assist with billing edits and narratives, review, distribute, and process prebills Perform audit letter process Perform legal research as requested Maintain timekeepers’ CLE credits and bar admissions/renewals Make all necessary 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 while staying abreast of key contacts’ relevant information 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 Function as an advanced user of firm technology programs and participate in pilot programs to test and improve technology or workflow enhancements Other duties as assigned or required

Requirements

• After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications
• 10+ years of administrative support experience in a law firm or legal department, preferably specializing in corporate or business practice areas
• 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
• Ability to liaise with clients on behalf of attorneys
• 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

• Independently prepare and finalize complex documents to support timekeepers which may include DocuSign, drafts, oral instruction, redlining, and proofreading end product
• Draft and edit complex correspondence with minimal oversight
• Coordinate complex cases and projects by maintaining ticklers, tracking progress, and proactively managing deadlines
• 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 by coordinating virtual and in-person meetings for both client and internal purposes, 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
• Assist with billing edits and narratives, review, distribute, and process prebills
• Perform audit letter process
• Perform legal research as requested
• Maintain timekeepers’ CLE credits and bar admissions/renewals
• Make all necessary 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 while staying abreast of key contacts’ relevant information
• 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
• Function as an advanced user of firm technology programs and participate in pilot programs to test and improve technology or workflow enhancements
• Other duties as assigned or required

Benefits

• Cooley offers a competitive compensation and excellent benefits package and is committed to fair and equitable employment practices.
• We offer a full range of elective benefits including medical, health savings account (with applicable medical plan), dental, vision, health and/or dependent care flexible spending accounts, pre-tax commuter benefits, life insurance, AD&D, long-term care coverage, backup care for children and/or adults and other parental support benefits.
• In addition to elective benefit options, benefited employees receive firm-paid life insurance, AD&D, LTD, short term medical benefits as well as 20 days of Paid Time Off (“PTO”) and 10 paid holidays each year.
• We provide generous parental leave and fertility benefits.
• New employees will attend a detailed benefit orientation to learn more about our many benefits and resources.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Number of Employees: 1,001-5,000 employees