Position summary:  The Business Legal Secretary is responsible for providing 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 product

• Handle all incoming telephone calls and placement of outgoing calls in a professional manner

• Maintain good client relationships for all assigned timekeepers

• Open and sort mail for assigned timekeepers

• Enter Time Entry for assigned timekeepers in IntApp and maintain and maintain appropriate records

• Create and maintain files, including chronological files and indexes not stored in Information Governance department

• Keep all files up-to-date and organized.  Ensure materials are forwarded to the Information Governance department, as needed 

• Complete all document processing and correspondence assignments accurately and within timekeepers’ stated timeframes

• Assist other secretaries and timekeepers, as needed

• Prepare New Business Forms for new and existing clients, conflict sheets and engagement letters

• Prepare and submit expense reports, check requests, travel reimbursements, health club reimbursements in accordance with accounting guidelines

• Prepare and arrange messenger service, copy and facsimile requests, as needed

• 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

• Make all necessary travel arrangements, adhering to the firm’s Travel Policy

• Review and handle prebills

• Maintain backup secretarial instructions, and client/matters lists

• Maintain attorney/paralegal calendar, including scheduling and coordinating meetings

• Coordinate internal procedures and compile backup materials for attorney/paralegal preparation of audit letter responses

• Reconcile telephone charge reports for office and cellular phones

• Provide support for office events/activities, client meetings and reception coverage, as needed and at the direction of the Director of Administration

• 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

• Fast and accurate typing

• Fluency in English and Mandarin – excellent written and verbal communication skills in both

• Minimum of 7 years of relevant professional experience.

Preferred:

• Previous business/corporate secretarial experience

• Bachelor’s degree

Competencies:

• Ability 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 schedule

• Ability to organize and prioritize work assignments, as well as delegate tasks to service departments when necessary

• Demonstrate initiative, diplomacy and tact

• Possess excellent written, communication and proofreading skills with attention to detail

• Ability to function in a professional and polite manner when dealing with clients, co-workers, court personnel and others

• Reliable, committed and punctual

Reporting to this position:  No direct reports.