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Company

Cooley LLP
Address , Palo Alto, Ca
Employment type FULL_TIME
Salary $37 - $43 an hour
Expires 2023-06-24
Posted at 1 year ago
Job Description
Position Summary: To provide complex and specialized secretarial and clerical support to assigned attorneys and paralegals. Specific duties include, but are not limited to, the following:
Position Responsibilities:
  • Make all necessary travel arrangements, adhering to the firm’s Travel Policy.
  • Assist other secretaries and timekeepers when necessary.
  • Prepare and arrange Messenger Service, Copy Center and facsimile requests as needed.
  • 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.
  • Create and maintain files, including chronological files and indexes not stored in Records Department.
  • Keep all files up-to-date and organized. Ensure materials are forwarded to the Records Dept. as necessary.
  • Handle all incoming telephone calls and placement of outgoing calls in a professional manner.
  • Copy documents that are not appropriate to send to the Copy Center.
  • Prepare documents to support timekeepers which may include transcribing from dictation, drafts, handwritten notes or oral instruction, redlining and proofreading end product.
  • Open and sort mail for assigned timekeepers.
  • Maintain good client relationships for the attorneys.
  • Complete all document processing and correspondence assignments accurately and within timekeepers’ stated timeframes.
  • Enter Daily Time Entry (DTE) on a daily basis. Maintain file copies of released DTE.
  • Prepare Expense Reports, Check Requests, Travel Reimbursements, Health Club Reimbursement Forms, etc. in accordance with accounting guidelines.
  • Review and handle prebills.
  • Prepare New Business Forms for new and existing clients, conflict sheets and engagement letters.
  • Reconcile telephone charge reports for office and cellular phones.
  • Exercise care in the course of work to prevent injuries to oneself and co-workers.
  • Other duties as assigned or required.
  • Coordinate internal procedures and compile backup materials for attorney/paralegal preparation of audit letter responses.
  • Maintain current floater instructions, and client/matters lists.
  • Maintain attorney/paralegal calendar, including scheduling and coordinating meetings.
Skills & Experience:
Required:
  • After orientation at Cooley LLP, exhibit proficiency in Microsoft Word, Outlook, DTE, Adobe Acrobat, FileSurf and other Firm applications.
  • Available to work overtime.
  • High school diploma or GED required.
  • After training at Cooley LLP, exhibit proficiency in the CRM tool.
  • Fast and accurate typing.
Preferred:
  • College degree or business college certificate preferred.
  • Previous legal or executive secretarial experience preferred.
Competencies:
  • Reliable, committed and punctual.
  • Ability to function in a professional and polite manner when dealing with clients, co-workers and others.
  • Ability to organize and prioritize work assignments, as well as delegate tasks to service departments when necessary.
  • Possess excellent written, communication and proofreading skills with attention to detail.
  • Must demonstrate initiative, diplomacy and tact.
  • Ability to work independently and as part of a team in a fast paced environment for multiple supervisors, meet deadlines and maintain flexibility with work assignments (including changes in attorney/paralegal assignments) and work schedule.
Reporting to this position: No direct reports.
Cooley offers a competitive compensation and excellent benefits package. EOE.
The expected hourly pay range for this position is $37.00 - $43.00. Please note that final offer amount will be dependent on geographic location, applicable experience and skillset of the candidate.
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.