Practice Team Assistant - Business Department

Practice Team Assistant - Business Department The Palo Alto 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. Answer timekeeper phones as necessary (will ring on assigned legal secretary desk, but calls may be auto forwarded to assistant when legal secretary is out). Assist with lunch orders, car service and other scheduling tasks as needed. Greet visitors; escort them to appropriate meeting rooms and provide them with amenities as needed. 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 by Practice Group Mentor, 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. As requested, maintain file copies of released time. Create and maintain files, including chronological files and indexes not stored in Records Department. Complete e-Records filing, as requested. Under the direction of the Practice Group Mentor, keep all files up-to-date and organized. Ensure materials are forwarded to the Records Dept. as necessary. 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. Assist with burning and labeling CDs