PA

Cooley LLP

5d ago

Job
Full-time
Senior Level
Legal
People, HR & Administration
London
Quick Apply

AI generated summary

You must have extensive senior-level admin experience, fast typing (65+ WPM), advanced MS Office skills, strong communication, attention to detail, and the ability to prioritize and manage tasks independently.
You will manage calendars, prepare documents, handle communications, arrange meetings and travel, maintain client lists, and support partners with various administrative tasks.

Requirements

Extensive senior level administrative experience in supporting Partners in a busy, international law firm environment.
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, the CRM tool, WorkShare, Litera ChangePro, Protracker, 3e, Blueprint and scanning software.
Ability to strip document formatting and reformat in house style.
Experience supporting an executive, or related and creditable experience.
Educated to GCSE standard/equivalent or above.
Available to work overtime, as required.
Senior level administrative experience gained within Corporate, Capital Markets and Litigation.
Excellent oral and written communication and proofreading skills, including grammar and editing.
Acute attention to detail.
Ability to maintain absolute confidentiality of all discussions, records, files, documents and firm business.
High level of initiative, diplomacy and tact.
Possess the skillset to look for new ideas and creative solutions to any challenges that arise.
Professional presentation and demeanor.
Strong customer service orientation with innate desire to anticipate and fill the Partner needs.
Ability to work independently and to prioritise and manage multiple tasks.
Ability to judge the relative importance of issues and act independently when appropriate to address them, applying the correct level of urgency in each case.
Ability to work under time constraints and meet deadlines.
Responsive, adaptable and able to handle time-sensitive needs outside regular hours.
Demonstrate flexibility in working days and adjust in-office presence to accommodate and match the business and the partner requirements.

Responsibilities

Prepare documents to support the Partners which may include transcribing from dictation, drafts, handwritten notes, drafts or oral instruction, redlining and proofreading the final product.
Complete all document processing and correspondence assignments accurately and within the stated timeframes.
Prepare presentation slides and materials for internal/external meetings and seminars in the firm's house style.
Liaise with IT to assist with zoom/slide prep ahead of meetings.
Take full ownership of calendar management for the Partners, including scheduling, prioritising, and confirming meetings with a keen understanding of priority and confidentiality.
Organise diary appointments, arrange meetings, lunches, dinners and client events (book meeting rooms, confirm appointments/details and attendees, locate and book venues, distribute/prepare material where required), manage AV/IT requirement and other logistics.
Provide hands-on and proactive diary management, monitor at least one month ahead to identify potential clashes or travel requirements.
Coordinate with various departments for partner, department and director meetings, collate information, prepare slides and ensure preparation for internal meetings.
Liaise with IT to assist with zoom/slide prep ahead of meetings.
Arrange monthly lunches for partners for practice presentation meetings and track speakers for the meetings.
Arrange quarterly partner dinners in private rooms and coordinate menu choices with restaurants.
Make all necessary travel arrangements including the Board of Director trips each month, adhering to the firm’s Travel Policy.
Prepare New Business Forms for new and existing clients, AML and conflict check sheets and engagement letters.
Maintain and update client/matters lists.
Open confidential matters and maintain proper documentation.
Create and maintain insider lists for price sensitive matters.
Maintain good client relationships for the Partners.
Handle telephone enquiries and client communications by answering and screening calls, taking accurate messages, and responding on behalf of the Partners when appropriate.
Liaise with clients and callers during absences, assist with queries wherever possible, and ensure prompt and professional follow-up.
Assist and take ownership for internal/external queries in a polite, professional and timely manner.
Seek out information and resolve queries.
Always maintain confidentiality and discretion, flagging any concerns or issues at the appropriate level.
Act as a trusted liaison for the Partners, handling high-level internal and external communications.
Draft and handle highly confidential and sensitive correspondence and information.
Assist internal clients (all groups within the business) with queries and respond in a timely manner.
Assist with the production of bills and liaise with the Accounting and Finance department where required.
Actively manage outstanding proformas and follow up with the billing team / associates as necessary.
Input time entries on a weekly basis and review before release.
Coordinate internal procedures and compile backup materials for preparation of audit letter responses.
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.
Prepare Expense Reports, Travel Reimbursements, etc. in accordance with accounting guidelines.
Keep all files up-to-date and organised.
Ensure materials are forwarded to the Records Department as necessary.
Follow the firm’s archiving process as set by the Records Department.
Prepare and arrange couriers, taxis and requests for document production and shredding collection for secure disposal as needed.
Assist with photocopying, printing and scanning of documents and emails.
Collaborate and provide assistance to the wider secretarial team during team absences, as and when required.
Keep technical and administrative skills up to date, identify and undertake refresher or new training as needed.
Other duties as assigned or required.

FAQs

What is the primary role of the Legal PA at Cooley?

The Legal PA is responsible for providing high-level executive assistance and support to the Partners in the London office, including document preparation, calendar management, travel coordination, and client communication.

What qualifications are required for this position?

Candidates should have extensive senior-level administrative experience in a busy, international law firm environment, fast typing skills (minimum 65 WPM), and advanced knowledge of software such as Word, Outlook, Excel, PowerPoint, and Acrobat.

Is prior experience in corporate, capital markets, or litigation preferred?

Yes, senior-level administrative experience gained within Corporate, Capital Markets, and Litigation is preferred.

What are the key responsibilities of calendar management for the Partners?

Key responsibilities include scheduling, prioritizing, and confirming meetings, organizing diary appointments, and proactively managing potential scheduling conflicts or travel requirements.

Are there opportunities for overtime work?

Yes, candidates must be available to work overtime as required.

What kind of benefits does Cooley offer?

Cooley offers an excellent benefits package, including enhanced family leave, health and dental insurance, group income protection, life assurance, pension, fertility benefits, wellness programs, and employee discounts.

How does the hybrid working model operate at Cooley?

The hybrid working model allows professional staff to work both in-office and remotely, with the requirement for some in-office presence depending on department and business needs.

What is the importance of confidentiality in this role?

Maintaining absolute confidentiality is crucial, as the PA will handle highly sensitive and confidential communications and documents for the Partners.

Will I need to assist with billing and timekeeping?

Yes, the PA will assist with the production of bills, manage outstanding proformas, and input time entries on a weekly basis.

How does Cooley ensure an inclusive recruitment process?

Cooley is committed to creating an inclusive environment and offers reasonable accommodations for candidates with medical conditions, disabilities, or neurodivergence during the interview process.

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.