Assistant, Professional Development - CLE

Davis Polk & Wardwell LLP; New York (NY); On-site; USD 65,000 - 70,000; Full time

Job summary

Davis Polk & Wardwell LLP is seeking an Assistant, Professional Development - CLE to provide administrative support to the CLE team and support for the firm’s CLE compliance efforts and training programs.

The role includes calendar management, email tracking, and maintaining CLE records, as well as coordinating in-person and virtual training programs with attorneys and staff. A bachelor’s degree is required and 1+ years of related experience is preferred.

Qualifications

• Bachelor's degree required.
• 1+ years of administrative or professional services experience preferred.
• Strong written, verbal, and interpersonal communication skills.
• Demonstrated organizational skills and ability to manage multiple deadlines in a fast-paced environment.

Responsibilities

• Manage calendars and coordinate meetings.
• Monitor the CLE inbox and assist with tracking, responding to, and organizing emails.
• Maintain CLE records for internal tracking and outside reporting purposes, including uploading and organizing CLE program materials and attendance records.
• Update internal CLE tracking records relating to both internal and external CLE programs, including tracking program status and state accreditation where needed.
• Enter new attorneys into CE Manager and remove departing attorneys from CE Manager in a timely manner to maintain accurate CLE records.
• Assist with CLE-related aspects of departure packages for departing attorneys, including compiling compliance records and supporting related documentation as needed.
• Assist with maintaining accreditation in jurisdictions where the firm is an accredited provider and applying for accreditation in other jurisdictions, as needed.
• Assist with preparing and submitting year-end reports, accredited provider renewal applications, and other mandatory CLE reports to ensure status as an accredited provider.
• Assist with applying for individual program accreditation and/or individual attorney CLE credit in jurisdictions where the firm is not an accredited provider.

Skills

Client service

Communication

Organizational skills

Attention to detail

Discretion

Proofreading

Microsoft Office

Database experience

Education

Bachelor’s degree

Tools

Microsoft Word

Excel

PowerPoint

Outlook

InterAction

Zoom

Adobe Acrobat

CE Manager

viLMS+CLE

Job description

Davis Polk & Wardwell LLP (including its associated entities) is an elite global law firm with world-class practices across the board. Clients know they can rely on Davis Polk for their most challenging legal and business matters. From offices in the world’s key financial centers and political capitals, our more than 1,000 lawyers collaborate seamlessly to deliver exceptional service, sophisticated advice and creative, practical solutions. Visit davispolk.com.

Position Summary

The Assistant, Professional Development - CLE provides administrative and operational support to the Professional Development CLE team, with day-to-day support for the Specialist and other CLE team members. This role is integral to supporting the firm’s CLE compliance efforts and the successful delivery of internal and client-facing training programs.

Essential Duties and Responsibilities

Typical responsibilities include, but are not limited to, the following:

Team and administrative support

• Manage calendars and coordinate meetings, including scheduling and other needs.
• Monitor the CLE inbox and assist the team with tracking, responding to, and organizing incoming emails.
• Maintain CLE records for internal tracking and outside reporting purposes, including uploading and organizing CLE program materials, attendance records, and other information.
• Update internal CLE tracking records relating to both internal and external CLE programs, including tracking program status and state accreditation where needed.
• Enter new attorneys into CE Manager and remove departing attorneys from CE Manager in a timely manner to maintain accurate CLE records.
• Assist with CLE-related aspects of departure packages for departing attorneys, including compiling compliance records and supporting related documentation as needed.

CLE accreditation and reporting

• Assist with maintaining accreditation in jurisdictions where the firm is an accredited provider and applying for accreditation in other jurisdictions, as needed.
• Assist with preparing and submitting year-end reports, accredited provider renewal applications, and other mandatory CLE reports to ensure the firm’s accredited provider status in key jurisdictions.
• Assist with applying for individual program accreditation and/or individual attorney CLE credit in jurisdictions in which the firm is not an accredited provider, as necessary, to provide maximum CLE credit for in-house and client programs.

Program coordination

• Support the team in administering the Firm’s in-house, vendor, and online CLE offerings.
• Learn CLE program procedures for in-house and client programs.
• Coordinate with Professional Development and Business Development teams to coordinate invitations, materials, sign-in sheets, remote participation forms, timed agendas, evaluations, and other required paperwork for in-person and virtual training programs.
• Enter firm-sponsored CLE programs into the Firm’s CLE tracking database.
• Regularly compile feedback received through the Firm’s CLE tracking database and distribute to program presenters.

Attorney records and tracking

• Assist in maintaining online CLE records for attorneys, including updating the Firm’s CLE tracking database to reflect both attendance information for firm-sponsored programs and CLE certificates from outside programs attended by attorneys.

Qualifications/position requirements

• Client service-oriented with strong responsiveness and independent problem-solving skills.
• Excellent written, verbal, and interpersonal communication skills.
• Demonstrated organizational skills and ability to manage multiple deadlines in a fast-paced environment.
• Strong judgment, discretion, and follow-through.
• Strong attention to detail.
• Ability to proofread documents for typographical, spelling, grammatical, and formatting errors.
• Proficiency with Microsoft Word, Excel, PowerPoint, Outlook, InterAction, Zoom, Adobe Acrobat, and other business applications as needed.
• Comfort working with databases and tracking systems; experience with CE Manager, viLMS+CLE or similar systems is a plus.
• Ability to work collaboratively with lawyers and business services professionals while maintaining a positive, team-oriented approach.
• Ability to maintain professional composure in high-pressure situations and a fast-paced, multi-authority environment.
• Ability to maintain the confidentiality of Firm and client information.
• Availability during standard office hours and the ability to respond to email promptly outside of standard office hours and on weekends.

Education and/or Experience

• Bachelor’s degree required.
• One or more years of relevant administrative or professional services experience preferred.

Compensation

The expected base salary for this position is $65,000.00 - $70,000.00. Salary offers are based on a wide range of factors including relevant skills, training, experience, education, anticipated assignment, and, where applicable, licensure or certifications obtained. Market and organizational factors are also considered. Davis Polk offers a competitive salary and comprehensive benefits package.