Cooley LLP
Legal Secretary
Cooley LLP, Boston, Massachusetts, us, 02298
Legal SecretaryCooley is seeking a Legal Secretary to join the Boston Business team.Position summary
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The Business Legal Secretary will provide complex and specialized secretarial and clerical support to assigned attorneys and paralegals. Specific duties and responsibilities include, but are not limited to, the following:Position responsibilities:Prepare documents to support timekeepers which may include transcribing from dictation, drafts, handwritten notes or oral instruction, redlining and proofreading end productHandle all incoming telephone calls and placement of outgoing calls in a professional mannerMaintain good client relationships for all assigned timekeepersOpen and sort mail for assigned timekeepersEnter Time Entry daily for assigned timekeepers in IntApp and maintain appropriate recordsCreate and maintain files, including chronological files and indexes not stored in the Information Governance departmentKeep all files up-to-date and organized. Ensure materials are forwarded to the Information Governance department, as neededComplete all document processing and correspondence assignments accurately and within timekeepers' stated timeframesAssist other secretaries and timekeepers, as neededPrepare New Business Forms for new and existing clients, conflict sheets and engagement lettersPrepare and submit expense reports, check requests, travel reimbursements, health club reimbursement in accordance with accounting guidelinesPrepare and arrange messenger service, copy center and facsimile requests, as neededCopy documents that are not appropriate to send to the copy centerConsistently 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 toolMake all necessary travel arrangements, adhering to the firm's Travel PolicyReview and handle prebillsMaintain current secretarial backup instructions, and client/matter listsMaintain attorney/paralegal calendar, including scheduling and coordinating meetingsCoordinate internal procedures and compile backup materials for attorney/paralegal preparation of audit letter responsesReconcile telephone charge reports for office and cellular phonesOther duties as assigned or requiredSkills & ExperienceRequired :After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applicationsAvailable to work overtime, as requiredFast and accurate typingPreferred :Previous business/corporate secretarial experienceCollege degree or business college certificateCompetenciesAbility 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 scheduleAbility to organize and prioritize work assignments, as well as delegate tasks to service departments when necessaryMust demonstrate initiative, diplomacy and tactPossess excellent written, communication and proofreading skills with attention to detailAbility to function in a professional and polite manner when dealing with clients, co-workers, court personnel and othersReliable, committed and punctualCooley offers a competitive compensation and excellent benefits package and is committed to fair and equitable employment practices.EOE.The expected hourly pay range for this position with a work schedule of 37.5 hours per week is $32.00 - $47.00 ($62,400.00 - $91,650.00 annually).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.
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The Business Legal Secretary will provide complex and specialized secretarial and clerical support to assigned attorneys and paralegals. Specific duties and responsibilities include, but are not limited to, the following:Position responsibilities:Prepare documents to support timekeepers which may include transcribing from dictation, drafts, handwritten notes or oral instruction, redlining and proofreading end productHandle all incoming telephone calls and placement of outgoing calls in a professional mannerMaintain good client relationships for all assigned timekeepersOpen and sort mail for assigned timekeepersEnter Time Entry daily for assigned timekeepers in IntApp and maintain appropriate recordsCreate and maintain files, including chronological files and indexes not stored in the Information Governance departmentKeep all files up-to-date and organized. Ensure materials are forwarded to the Information Governance department, as neededComplete all document processing and correspondence assignments accurately and within timekeepers' stated timeframesAssist other secretaries and timekeepers, as neededPrepare New Business Forms for new and existing clients, conflict sheets and engagement lettersPrepare and submit expense reports, check requests, travel reimbursements, health club reimbursement in accordance with accounting guidelinesPrepare and arrange messenger service, copy center and facsimile requests, as neededCopy documents that are not appropriate to send to the copy centerConsistently 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 toolMake all necessary travel arrangements, adhering to the firm's Travel PolicyReview and handle prebillsMaintain current secretarial backup instructions, and client/matter listsMaintain attorney/paralegal calendar, including scheduling and coordinating meetingsCoordinate internal procedures and compile backup materials for attorney/paralegal preparation of audit letter responsesReconcile telephone charge reports for office and cellular phonesOther duties as assigned or requiredSkills & ExperienceRequired :After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applicationsAvailable to work overtime, as requiredFast and accurate typingPreferred :Previous business/corporate secretarial experienceCollege degree or business college certificateCompetenciesAbility 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 scheduleAbility to organize and prioritize work assignments, as well as delegate tasks to service departments when necessaryMust demonstrate initiative, diplomacy and tactPossess excellent written, communication and proofreading skills with attention to detailAbility to function in a professional and polite manner when dealing with clients, co-workers, court personnel and othersReliable, committed and punctualCooley offers a competitive compensation and excellent benefits package and is committed to fair and equitable employment practices.EOE.The expected hourly pay range for this position with a work schedule of 37.5 hours per week is $32.00 - $47.00 ($62,400.00 - $91,650.00 annually).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.
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