Practice Team Assistant

Cooley LLP; San Francisco (CA); On-site; USD 58,000 - 71,000; Full time

Job summary

Cooley LLP is seeking a Practice Team Assistant in their San Francisco office to provide essential administrative support. This role requires proficiency in MS Office and involves scheduling, travel arrangements, document preparation, and more. Candidates should possess strong communication skills and the ability to thrive in a dynamic environment. Cooley offers competitive compensation along with a comprehensive benefits package.

Benefits

Medical and dental benefits

Life and AD&D insurance

Generous PTO and holidays

Parental leave

Fertility benefits

Qualifications

• Proficiency in Microsoft Office suite and iManage after orientation.
• Previous general office experience is preferred.
• Ability to work under pressure and handle multiple tasks.

Responsibilities

• Provide administrative support and handle documentation.
• Coordinate travel arrangements and manage expense reports.
• Maintain accurate records and assist team members with tasks.

Skills

Administrative support

Verbal communication

Written communication

Time management

Team collaboration

Attention to detail

Problem-solving

Education

Bachelor’s degree

Tools

Microsoft Office

iManage

Job description

The San Francisco office of Cooley LLP has an opening for a Practice Team Assistant (“PTA”) in it's Business Department.

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). Specific duties include, but are not limited to, the following:

Position Responsibilities:

• Open and organize all interoffice mail for team members.
• 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, 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.
• Complete e-Records filing, as requested.
• 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.
  
  

Skills and experience:

Required:

• After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications
• Available to work overtime, as required
  
  

Preferred:

• Bachelor’s degree
• Previous general office experience
• Previous law firm or professional services industry experience
  
  

Competencies:

• 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
  
  

Cooley 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 40 hours per week is $28.00 - $34.00 ($58,240.00 - $70,720.00 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.