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Cooley LLP

10d ago

  • Job
    Full-time
    Junior, Mid & Senior Level
  • Legal
  • London
  • Quick Apply

AI generated summary

  • You must type 65WPM, have advanced MS Office skills, previous litigation experience, strong organizational and communication skills, and demonstrate reliability and professionalism in a fast-paced environment.
  • You will support fee earners by preparing documents, managing diaries, coordinating travel, handling client communications, and maintaining organized files while ensuring compliance with internal policies.

Requirements

  • Fast and accurate typing (minimum typing speed 65WPM).
  • Advanced knowledge of Word, MS Windows, Outlook, Excel, PowerPoint, and Acrobat.
  • After orientation at Cooley, exhibit proficiency in all Firm specific applications including WorkSite/FileSite, IntApp, eDictation, the CRM tool, WorkShare, Litera ChangePro, Best Authority and scanning software.
  • Ability to strip document formatting and reformat in house style.
  • Educated to GCSE standard/equivalent or above.
  • Previous Litigation legal secretarial experience in a law firm environment.
  • Available to work overtime, as necessary.
  • A secretarial qualification preferred.
  • Strong customer service focus.
  • Ability to work independently and as part of a team in a fast-paced environment for multiple fee earners, meet deadlines and maintain flexibility with work assignments (including changes in fee earner assignments) and work schedule.
  • Ability to organise and prioritise work assignments, as well as delegate tasks to support departments when necessary.
  • Must demonstrate initiative, diplomacy and tact.
  • Possess excellent written, communication and proofreading skills with high level of attention to detail.
  • Demonstrate professional manner at all times.
  • Excellent organisational skills.
  • Resilient and calm under pressure.
  • Demonstrate a proactive approach and sound judgement at all times and in line with service need with the ability to identify solutions and deliver resolutions effectively.
  • Demonstrate numerate and analytical skills.
  • Reliable, committed and punctual.

Responsibilities

  • Prepare documents to support fee earners which may include transcribing from dictation, drafts, handwritten notes or oral instruction, redlining and proofreading end product.
  • Complete all document processing and correspondence assignments accurately and within fee earner’s stated timeframes.
  • Assist with preparation of court and arbitration bundles and documents.
  • Make all necessary travel arrangements, adhering to the firm’s Travel Policy.
  • Organise diary appointments, arrange meetings (book meeting rooms, confirm appointments/details, distribute/prepare material where required) and diary management.
  • Prepare presentation slides and materials for internal/external meetings and seminars in the Firm's house style.
  • Assist with the production of bills and liaise with the Accounting and Finance department where required.
  • Comply with all internal policies, procedures and processes and keeps technical skills up to date (i.e. identifies where refresher/new training is required in response to any changes in the role).
  • Prepare New Business Forms for new and existing clients, conflict sheets and engagement letters.
  • Maintain client/matters lists.
  • Photocopying, scanning and printing.
  • Coordinate internal procedures and compile backup materials for fee earner/paralegal preparation of audit letter responses.
  • Deal with telephone enquiries, managing client enquiries/requests for meetings and taking accurate messages and passing them on promptly or trying to assist and responding on behalf of the fee-earner, if appropriate.
  • Consistently use the CRM tool to support business development in the firm, including taking ownership of contact information for fee earner’s contacts and updating, maintaining and resolving conflicts within the CRM tool.
  • Managing fee earner work, allocating and prioritising tasks on a daily basis.
  • Prepare Expense Reports, Travel Reimbursements, etc. in accordance with accounting guidelines.
  • Keep all files up-to-date and organized. Ensure materials are forwarded to the Records Dept. as necessary.
  • Follow firm’s archiving process as set by the Records Department.
  • Prepare and arrange couriers, document production and facsimile requests as needed.
  • Enter daily time entry for timekeepers when required.
  • Maintain good client relationships for the fee earners.
  • Assist with client queries in a professional and timely manner.
  • Assist internal clients (all groups within the business) with queries and respond in a timely manner.
  • Liaise with clients and callers when fee earners are out of the office. Take accurate messages and dealing with queries or assist callers wherever possible.
  • Assist and take ownership for internal/external queries in a polite and professional manner. Seek out information and resolve queries.
  • Maintain confidentiality and discretion at all times, flagging any concerns or issues at the appropriate level.
  • Provide assistance to other Partners and fee earners during the absence of other secretaries in the team, as and when required.
  • Other duties as assigned or required.

FAQs

What is the primary role of a Legal PA in the London Litigation department?

The primary role is to provide complex and specialised secretarial and administrative support to fee earners within the Litigation and Pro Bono practices, while also assisting those in the Business Department practices as needed.

What are some key responsibilities of this position?

Key responsibilities include document preparation, travel arrangement, diary management, assisting with court bundles, producing bills, maintaining client lists, and managing client interactions.

What typing speed is required for this position?

A minimum typing speed of 65 words per minute is required.

What software skills are essential for this role?

Advanced knowledge of Word, MS Windows, Outlook, Excel, PowerPoint, and Acrobat is essential. Familiarity with the firm's specific applications such as WorkSite/FileSite, IntApp, and the CRM tool is also required after orientation.

Is previous experience in a law firm necessary for this position?

Yes, previous Litigation legal secretarial experience in a law firm environment is required.

What educational qualifications are needed for this role?

Candidates should be educated to GCSE standard or equivalent or above.

Are there any preferred qualifications or experiences for candidates?

A secretarial qualification is preferred but not required.

How does the firm prioritize diversity and inclusion?

Cooley is dedicated to maintaining a diverse workplace, valuing differences and ensuring an inclusive environment. They provide tools, training, and mentoring to support all employees and participate in diversity initiatives.

What kind of benefits does Cooley offer?

Cooley offers a competitive benefits package that includes enhanced family leave, health and dental insurance, group income protection, life assurance, a pension, fertility benefits, wellness programs, and employee discounts.

What is the working arrangement for this position regarding in-office and remote work?

This position follows a hybrid working approach, requiring a mix of in-office presence and remote work depending on department needs and business requirements.

Can I receive support during the interview process if I have a disability?

Yes, Cooley is committed to making recruitment practices inclusive and accessible. Candidates needing reasonable accommodations during the interview process are encouraged to contact the provided email for assistance.

What competencies are essential for success in this role?

Essential competencies include strong customer service focus, excellent organisational skills, the ability to manage time effectively, and a proactive approach toward problem-solving and professionalism.

Is overtime expected in this position?

Yes, the position may require availability to work overtime as necessary.

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Cooley LLP

Where innovation meets the law.

Law
Industry
1001-5000
Employees
1920
Founded Year

Mission & Purpose

Cooley LLP is a global law firm that provides comprehensive legal services to businesses, entrepreneurs, and investors across various industries, including technology, life sciences, and venture capital. Their ultimate mission is to offer exceptional legal expertise and innovative solutions that help clients achieve their strategic goals and navigate complex legal challenges. The purpose of Cooley is to support the growth and success of their clients by delivering high-quality, client-focused legal counsel and fostering long-term partnerships. They aim to advance the legal profession through excellence, integrity, and a commitment to serving the best interests of their clients and communities.