Legal Support Specialist

Legal Support Specialist
Cooley is seeking a Legal Support Specialist to join the New York General Corporate team.

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

• 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

• Ability to navigate and interpret legal procedures and terminology effectively
• Bachelor's degree or business college certificate

• 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