Contract Professional Administrative Assistant

Contract Professional Administrative Assistant

Cooley is seeking a Contract Professional Administrative Assistant to join the Litigation & E-Discovery Services team.

Position summary : Under the direction of the Administrative Director of Document Review and Contract Professionals, the Contract Professional Administrative Assistant will support the function by performing various routine administrative tasks. Specific duties and responsibilities include, but are not limited to, the following :

Provide routine administrative support to the Contract Professional Team in all administrative tasks tied to the document review and non employee service provider (NESP) function

Assist Director of Document Review with research, data collection and analysis and preparing reports, as needed

Maintain data and content in firm systems such as iManage, Microsoft Teams, and OneNote

Assist with vendor contract and invoice management

Assist with entering time into IntApp and comparing timesheets with Relativity database

File all NESP forms

Assist with background check and conflicts check processes for contract attorney and NESP hires

Firmwide hiring and departure maintenance in Workday

Enter accurate NESP data into Workday, including weekly hours, time type, vendor, etc., for tracking and reporting purposes.

Under the direction of Directors of HR and Administrative Director of Document Review & Contract Professionals assist with tracking and reporting NESP wages as required by CA wage act

Initiate change forms for all new / departing contract attorneys and NESPs

Coordinate onboarding meeting logistics, and Zoom invites as needed

Maintain document review and NESP tracking spreadsheets

Assist with updates to the NESP policy manual

Maintain document review department records in accordance with Information Governance policies

Coordinate and assist with other special projects as required

All other duties as assigned or required

Skills and experience :

Required :

After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications

After orientation and training demonstrate strong skills in Microsoft Excel

Available to work overtime, as required

Preferred : Bachelor's Degree

Prior administrative experience helpful

Competencies :

Customer service oriented, as demonstrated by strong attention to detail, organization and ability to prioritize work tasks and manage deadlines based upon internal and external client needs

Ability to work independently and under pressure / tight time constraints

Creative and entrepreneurial approach to problem-solving and process improvement

Flexible and agile, ability to reprioritize with changes in the business

Strong initiative and a get-it-done attitude

Strong communication and interpersonal skills

Cooley offers a competitive compensation and excellent benefits package and is committed to fair and equitable employment practices. EOE.

The expected hourly pay range for this position with a work schedule of 20 hours per week is $25.00 - $30.00 ($26,000.00 - $31,200.00 annually). Please note that final offer amount will be dependent on geographic location, applicable experience and skillset of the candidate.

We offer a full range of elective benefits including medical, health savings account (with applicable medical plan), dental, vision, health and / or dependent care flexible spending accounts, pre-tax commuter benefits, life insurance, AD&D, long-term care coverage, backup care for children and / or adults and other parental support benefits. In addition to elective benefit options, benefited employees receive firm-paid life insurance, AD&D, LTD, short term medical benefits as well as 20 days of Paid Time Off ("PTO") and 10 paid holidays each year. We provide generous parental leave and fertility benefits. New employees will attend a detailed benefit orientation to learn more about our many benefits and resources.