Legal Support Specialist (General Corporate)

Position summary: The Legal Support Specialist (Business) will provide complex and specialized administrative support to assigned attorneys and paralegals. Specific duties and responsibilities include, but are not limited to, the following:

Position responsibilities:

Prepare and revise documents to support timekeepers which may include DocuSign, drafts, oral instruction, redlining, and proofreading end product

Create and maintain files, including electronic files in iManage and Outlook

Prepare new business forms (e.g., conflict sheets, engagement letters, waiver letters) for new and existing clients, while coordinating with business intake & conflicts department

Maintain timekeepers’ calendar, including scheduling and coordinating virtual and in-person client and internal meetings, while proactively resolving scheduling conflicts

Prepare and process invoices, submit expense reports, check requests, travel reimbursements, cell phone reimbursements, and fitness reimbursements using general ledger codes in accordance with accounting/finance department guidelines

Enter time daily in IntApp and maintain appropriate records

Review, distribute, and process prebills

Perform audit letter process

Perform legal research as requested

Maintain timekeepers’ CLE credits and bar admissions/renewals

Make travel arrangements, making recommendations for optimal flights and accommodations, while adhering to the firm’s travel policy

Coordinate with the service center to prepare and arrange messenger service, large-scale mailings, and copy projects

Copy and print documents that are not appropriate to send to the service center

Consistently use the CRM tool to support business development in the firm

Maintain open communication and professional relationships with all assigned timekeepers, team members, and clients

Assist other timekeepers and team members, as needed

Work with, delegate and provide mentorship to practice team assistants as appropriate

Keep abreast of applicable software and procedural changes at the firm

Participate in pilot programs to test and improve technology or workflow enhancements.

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

4+ years of administrative support experience in a law firm or legal department, preferably specializing in corporate or business practice

Preferred:

Ability to navigate and interpret legal procedures and terminology effectively

Bachelor’s degree or business college certificate

Competencies:

Ability to complete tasks independently in a fast-paced environment for multiple assigned timekeepers while working as part of a team

Pro-actively prioritize work assignments and consistently meet deadlines

Delegate work effectively when necessary

Demonstrate initiative, diplomacy, and tact

Ability to consistently deliver high-quality work with attention to detail in proofreading, writing, and communication

Engage in a professional and polite manner with clients, colleagues, and others

Reliable, committed, organized, and punctual

Please send all resumes in Word format to anolfi@friedmanwilliams.com for consideration.