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Cooley LLP · 8 hours ago

Practice Team Assistant

Washington DC

Full-time

Onsite

New Grad, Entry Level

$26/hr - $32/hr

Cooley LLP is seeking a Practice Team Assistant to join their Business Department in Washington DC. The role primarily involves providing administrative support to timekeepers and secretaries, including managing correspondence, scheduling, and handling confidential information.

Document PreparationLegalProfessional Services

Comp. & Benefits

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

Qualification

Microsoft WordMicrosoft ExcelMicrosoft PowerPointCRMAdministrative supportTime managementProfessional demeanorCommunicationTeamwork

Required

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