PA

The London Litigation department are seeking a Legal PA to join the Litigation Secretary team.

Position Summary: To provide complex and specialised secretarial and administrative support to assigned fee earners within the Litigation and Pro Bono practices while also confident in supporting fee earners based in the Business Department practices when required. Specific duties include but are not limited to the following:

Position Responsibilities:

Technical

• 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 earners stated timeframes.
• Assist with preparation of court and arbitration bundles and documents.
• Make all necessary travel arrangements adhering to the firms 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 Firms 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.

Personal Management

• 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 feeearner if appropriate.
• Consistently use the CRM tool to support business development in the firm including taking ownership of contact information for fee earners 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 uptodate and organized. Ensure materials are forwarded to the Records Dept. as necessary.
• Follow firms 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.

Client Focus

• 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.

Communication

• 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.

Team Work

• 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.

Skills & Experience:

Required:

• 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.

Preferred:

• A secretarial qualification preferred.

Competencies:

• Strong customer service focus.
• Ability to work independently and as part of a team in a fastpaced 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.

Cooley offers an excellent benefits package and competitive compensation including:

• Enhanced family leave

• Health and dental insurance

• Group income protection

• Life assurance

• Pension

• Fertility benefits

• Wellness programs

• Employee discounts including a fitness and nutrition allowance

• And more!

A comprehensive benefits brochure will be provided to all candidates during the interview process.

Hybrid Working

As part of the Cooley culture we recognise and appreciate the value of being together in person to build comradery with others in the office and to be a contributing member of the Cooley office. However we also appreciate the benefits and flexibility that come from remote working. This role follows our hybrid working approach which supports our business professional staff to work in a hybrid way with the expectation that you are required to have some inoffice presence and some work from home days. The office presence requirement is very much dependant on the department needs and the business needs which are subject to change at any time.

Our Values

We are the counselors strategists and advocates for today and tomorrows leaders of the business economy. We seek to meet the evolving needs of our clients by building a community of professionals of the highest caliber who share our vision and embrace our values.

• We do not compromise on quality;

• We are one firm;

• We are ethical fair and honest;

• We take pride in the firm and its reputation;

• We value diversity;

• We give to our communities;

• We strive for balance in our lives.

Diversity Equity and Inclusion

Diversity is embedded in Cooleys culture. We are dedicated to maintaining a truly diverse workplace that values and celebrates differences. We strive to create an inclusive and rewarding environment that allows our people to thrive both professionally and personally. At Cooley we lead by example. For us workplace diversity means offering all employees the tools training and mentoring they need to succeed. It means embracing the importance of diversity on our team. It also means looking beyond our four walls fostering community involvement and participation in local and national diversity initiatives. The Firm does not discriminate in employment opportunities or practices on the basis of age disability gender reassignment marriage and civil partnership pregnancy and maternity race religion or belief sex sexual orientation. This policy governs all aspects of employment including but not limited to recruitment selection job assignment compensation discipline promotion termination and access to benefits and training. The firm is thus committed to providing a work environment that is free of prohibited discrimination which includes harassment that is based on any legally protected status.

Cooley (UK) LLP is dedicated to making our recruitment practices and candidate interviews inclusive and accessible for everyone. If you have a medical condition disability or are neurodivergent and require reasonable accommodations adjustments or support during your interview process please contact . We assure you all requests will be treated with sensitivity and strict confidentiality and they will not affect your potential employment with Cooley (UK) LLP.

Affinity Groups

We have a variety of Affinity Groups which are open to our lawyers and business professionals. To find out more about Cooleys culture please click Here.