PA Full Time

Position summary: The PA is responsible for providing high-level executive assistance and support to the Partners in the London office. Duties include, but are not limited to, the following:

Position responsibilities:

Document, Presentation and Meeting Preparation

• 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.

Calendar Management

• 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

Travel and Meeting Coordination

• 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.

Client & Matter Management

• 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.

Client Focus, Communication and Confidentiality

• 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.

Billing and Timekeeping

• 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.

Personal Management

• 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.

Teamwork, & Continuous Improvement

• 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.

Skills and experience:

Required:

• 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.

Preferred:

• Senior level administrative experience gained within Corporate, Capital Markets and Litigation.

Competencies:

• 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.

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 in-office 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.

Equal Opportunity Statement

We strive to create an inclusive and rewarding environment that allows our people to thrive both professionally and personally. 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.

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 LNHR@cooley.com. 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.