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Practice Team Assistant - Corporate

Company

Cooley LLP
Address , New York, Ny
Employment type FULL_TIME
Salary $28.00 - $29.50 an hour
Expires 2023-06-26
Posted at 1 year ago
Job Description
Practice Team Assistant
Cooley is seeking a Practice Team Assistant to join the Business Department team.
Position Summary: 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).
Position Responsibilities:
  • Assist with lunch orders, car service and other scheduling tasks as needed.
  • Complete e-Records filing, as requested.
  • Prepare and arrange Messenger Service, Copy Center and facsimile requests as needed.
  • Greet visitors; escort them to appropriate meeting rooms and provide them with amenities as needed.
  • Review all documents prepared for accuracy, completeness, grammar, and syntax.
  • Copy documents that are not appropriate to send to the Copy Center.
  • Enter Daily Time Entry on a daily basis. As requested, maintain file copies of released time.
  • Assist with burning and labeling CDs and DVDs.
  • Track relevant travel and expense receipts for accurate accounting reconciliations. File and track reimbursements, credits and refunds through to completion.
  • As requested, coordinate travel arrangements.
  • Scan documents into PDF format. Scanning jobs of 200 pages or more should be sent to Document Processing.
  • Prepare documents to support team members with overflow work which may include revisions, edits, and proofreading end product.
  • Responsible for printing large PDF documents and emails.
  • Assist with internal procedures for the preparation of audit letter responses when needed and where applicable.
  • 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).
  • Handle confidential and sensitive information with the appropriate discretion; perform to earn supervisors’ full confidence and trust in all interactions.
  • Prepare and process Expense Reports, Check Requests, Travel Reimbursements, Health Club Reimbursement Forms, etc. in accordance with accounting guidelines.
  • 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.
  • Complete all document processing and correspondence assignments accurately and within timekeepers’ stated timeframes.
  • 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.
  • As requested by Practice Group Mentor, schedule, coordinate and confirm meeting space and relevant attendees for team members’ meetings.
  • Create and maintain files, including chronological files and indexes not stored in Records Department.
  • Under the direction of the Practice Group Mentor, keep all files up-to-date and organized. Ensure materials are forwarded to the Records Dept. as necessary.
  • Coordinate and assist with other special projects as required.
  • All other duties as assigned or required.
  • Assist other team members and timekeepers with various administrative tasks.
Skills & Experience
Required:
  • High school diploma or equivalent required.
  • After orientation and training at Cooley LLP, exhibit proficiency in Microsoft Word, Excel, PowerPoint, Outlook, File Surf, CRM and other Cooley applications.
  • Previous office experience as an Administrative Assistant.
  • Availability to work overtime, as required.
Preferred:
  • Bachelor’s degree.
  • Previous law firm or professional services industry experience.
Competencies:
  • Professional demeanor;
  • Ability to use initiative, diplomacy and tact;
  • Strong administrative and secretarial skills;
  • Excellent verbal (both listening and speaking) and written communication skills;
  • Ability to consistently meet deadlines;
  • Ability to function well as a team member.
  • Ability to handle a complex and fast-paced environment;
  • Ability to work under pressure;
  • Excellent time management skills and the ability to prioritize and handle multiple tasks quickly and efficiently;
Cooley offers a competitive compensation and excellent benefits package. EOE.
Pursuant to the salary transparency provisions of the New York City Human Rights Law (NYCHRL), please find the compensation range specific to this role if based in New York.
  • New York pay range for this role, with final offer amount dependent on skillset and experience: $28.00 to $29.50 hourly.
The salary range in other markets will vary.