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Practice Team Assistant

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Cooley LLP

Aug 4

  • Job
    Full-time
    Junior & Mid Level
  • Washington
  • Quick Apply

AI generated summary

  • You must have a high school diploma, administrative experience, strong communication skills, proficiency in Office applications, and the ability to thrive in a fast-paced environment.
  • You will manage mail, answer phones, schedule meetings and travel, prepare reports, handle expenses, maintain files, and assist with various admin tasks while ensuring confidentiality and accuracy.

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.
  • - Bachelor’s degree.
  • - 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 and pleasant to work with 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 (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 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; perform to earn supervisors’ full confidence and trust in all interactions.
  • As requested by Practice Group Mentor, schedule, coordinate and confirm meeting space and relevant attendees for team members’ meetings.
  • As requested, 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.
  • Assist with internal procedures for the preparation of audit letter responses when needed and where applicable.
  • Enter Daily Time Entry on a daily basis. As requested, maintain file copies of released time.
  • Create and maintain files, including chronological files and indexes not stored in Records Department.
  • Complete e-Records filing, as requested.
  • 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.
  • 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. Scanning jobs of 200 pages or more should be sent to Document Processing.
  • Responsible for printing large PDF documents and emails.
  • 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.

FAQs

What is the main responsibility of the Practice Team Assistant?

The main responsibility of the Practice Team Assistant is to provide administrative support for various projects and duties in support of the timekeepers and secretaries within the assigned practice group(s).

What types of tasks will the Practice Team Assistant be responsible for?

The Practice Team Assistant will be responsible for tasks such as organizing interoffice mail, answering phones, assisting with scheduling and travel arrangements, conducting research, preparing documents, and maintaining organized files.

Is previous office experience required for this position?

Yes, previous office experience as an Administrative Assistant is required for this position.

What competencies are preferred for this role?

Preferred competencies include the ability to work well under pressure, strong administrative skills, excellent verbal and written communication skills, professionalism, and the ability to prioritize and handle multiple tasks efficiently.

What are the educational requirements for this position?

A high school diploma or equivalent is required, while a bachelor’s degree is preferred.

What software skills are necessary for the Practice Team Assistant role?

Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, FileSurf, CRM, and other Cooley applications is required after orientation and training.

What is the expected hourly pay range for this position?

The expected hourly pay range for this position is $26.50 - $28.00, which translates to an annual salary of $55,120.00 - $58,240.00.

Are there any overtime requirements for this job?

Yes, the Practice Team Assistant should be available to work overtime as required.

What benefits are offered to employees in this position?

Employees are offered a full range of elective benefits including medical, dental, vision, paid time off, paid holidays, and additional benefits such as life insurance, backup care, and generous parental leave.

How does Cooley ensure a supportive work environment?

Cooley fosters a supportive work environment by emphasizing professionalism, teamwork, and providing a comprehensive benefits package that includes resources for personal and professional growth.

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Cooley LLP

Where innovation meets the law.

Law
Industry
1001-5000
Employees
1920
Founded Year

Mission & Purpose

Cooley LLP is a global law firm that provides comprehensive legal services to businesses, entrepreneurs, and investors across various industries, including technology, life sciences, and venture capital. Their ultimate mission is to offer exceptional legal expertise and innovative solutions that help clients achieve their strategic goals and navigate complex legal challenges. The purpose of Cooley is to support the growth and success of their clients by delivering high-quality, client-focused legal counsel and fostering long-term partnerships. They aim to advance the legal profession through excellence, integrity, and a commitment to serving the best interests of their clients and communities.