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- Prepares, edits and formats legal documents, including closing documents, signature pages and binders
- Assists with the opening of new client matters and the gathering of pertinent information to complete task
- Manages attorneys’ calendars, coordinates meetings, schedules conference rooms, and makes travel arrangements as required
- Assists with billing process to include entering attorney time, reviewing pro formas (initiates transfers), editing and preparing draft/final bills and cover letters for clients
- Prepares forms for expense reports, check requests, reprographic services, etc.
- Prepares legal documents and correspondence from draft
- Opens, prioritizes and distributes mail. Coordinates mailings, deliveries, copying and courthouse filings where appropriate
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- Schedule, script, record, produce, edit and design high-quality video, podcasts, and presentations focused on achieving the firm’s strategic goals and in compliance with branding standards
- Working with outside vendors as needed
- Participating in strategy meetings with lawyers, clients and communications and design managers
- Exercise sound judgement in serving as an advisor for staff and lawyers who seek guidance
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- Prepares, edits and formats legal documents, including pleadings and correspondence
- Assists with the opening of new client matters and the gathering of pertinent information to complete task
- Manages attorneys’ calendars, coordinates meetings, schedules conference rooms, and makes travel arrangements as required
- Assists with billing process to include entering attorney time, reviewing pro formas (initiates transfers), editing and preparing draft/final bills and cover letters for clients
- Prepares forms for expense reports, check requests, reprographic services, etc.
- Prepares legal documents and correspondence from draft
- Opens, prioritizes and distributes mail. Coordinates mailings, deliveries, copying and courthouse filings where appropriate
- Interaction with clients; schedule client and department meetings; manage daily work-flow for assigned attorneys; manage attorney phone and email communication
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- Assist the Attorney Recruiting Manager with the coordination and execution of all phases of recruiting efforts for summer associates and attorneys
- Coordinate and plan the summer associate program and social activities
- Conduct pre-summer planning/informational meetings, in conjunction with the manager, prior to the start of the summer program
- Facilitate orientation for summer associates
- Continually monitor and hone the orientation program to ensure it effectively and accurately relays pertinent firm and new hire information
- Prepare mid and final summer review materials for Summer Program Committee
- Develop and leverage relationships with career services departments at liaison law schools and coordinate all outreach efforts throughout the year
- Facilitate on campus interviewing and coordinate callback interviews
- Assist the Attorney Recruiting Manager with preparation for recruiting committee meetings
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- Prepares, edits and formats legal documents, including closing documents, signature pages and binders
- Manages attorneys’ calendars, coordinates meetings, schedules conference rooms, and makes travel arrangements as required
- Assists with billing process to include entering attorney time, reviewing pro formas (initiates transfers), editing and preparing draft/final bills and cover letters for clients
- Prepares forms for expense reports, check requests, reprographic services, etc.
- Prepares legal documents and correspondence from draft
- Opens, prioritizes and distributes mail. Coordinates mailings, deliveries, copying and courthouse filings where appropriate
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- Welcomes, announces, and follows security protocol and procedures for clients and visitors.
- Answers and directs inquiries accordingly through attendant console software. Relays accurate messages as required.
- Extends hospitality services as necessary (e.g., assists with personal belongings, offers beverages, basic print/copy assistance, validates parking tickets for clients, arranges taxi service).
- Manages conference room reservations; reserves and confirms new reservations, approves pending reservations, adjusts meeting locations as necessary and notifies appropriate parties of changes or updates, and accurately maintains electronic room reservation system.
- Works closely with appropriate personnel to ensure meeting requirements are coordinated (e.g., Audio/Visual, conference room set-ups and food and beverage requests). May handle requirements directly.
- Reserves Visiting Attorney offices and coordinates special requests for clients, internal personnel, and visitors.
- Ensures reception, conference room, and visiting attorney areas are maintained to Firm standards.
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- Supervises seven to eight specialists, assigns and directs work assignments, and determines work schedules and ensures adequate shift coverage; addresses complaints, resolves problems and escalates to BRC manager as necessary
- Assists BRC manager with staff selection, performance appraisal, counseling and coaching
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Provides first line response to inquiries from BRC clients and escalates to supervisors and manager appropriately
- Communicates with BRC clients regarding document issues and timeframes for completion
- Works with BRC clients on a one-on-one basis regarding document issues and questions
- Works with the BRC manager to ensure that specialists are trained in all applicable software applications
- Assists business resource specialists with the production of documents ensuring that deadlines are met and that a quality product is delivered
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- Assist the Attorney Recruiting Manager with the coordination and execution of all phases of recruiting efforts for summer associates and attorneys.
- Coordinate and plan the summer associate program and social activities.
- Conduct pre-summer planning/informational meetings, in conjunction with the manager, prior to the start of the summer program.
- Facilitate orientation for summer associates. Continually monitor and hone the orientation program to ensure it effectively and accurately relays pertinent Firm and new hire information.
- Prepare mid and final summer review materials for Summer Program Committee.
- Develop and leverage relationships with career services departments at liaison law schools and coordinate all outreach efforts throughout the year.
- Facilitate On Campus Interviewing and Coordinate Callback Interviews.
- Assist the Attorney Recruiting Manager with preparation for Recruiting Committee Meetings.
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- Manage the attorney recruitment for assigned offices including the on-campus interview process, Summer Associate program and lateral hiring
- Assess attorney needs, consulting with department heads and obtaining necessary management approval to effectively recruit and meet department/firm needs
- Draft and post attorney job postings and advertisements to aid in the recruiting process
- Review resumes, transcripts and writing samples in order to select the most qualified candidates
- Coordinate all phases of the lateral attorney interview process, including the initial screening and interviews
- Organize the on campus interview process with law schools and job fairs annually
- Manage and coordinate the Summer Associate Program
- Assist in preparation and monitoring of attorney recruiting and summer associate budget
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- Manage the master Private Equity target list that is utilized for outreach, client development, events and reporting.
- Track outbound and inbound responses in CRM system. Methodically follow up on status of communications sent.
- Create targeted communications for clients and prospective clients including templates that can be sent for sales and relationship building opportunities.
- Source and coordinate with Business Development & Private Equity team on potential leads and markets including leveraging social media tools to identify potential sources of introductions.
- Conduct research on pipeline opportunities for Private Equity team. Must possess strong familiarity with Pitchbook, and other resource tools specific for the industry.
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- Greets and announces all visitors to the proper persons.
- Takes care of visitors’ coats, hats, etc. Offers beverages if necessary.
- Answers all calls promptly and takes accurate messages when required.
- Directs inquiries or questions to appropriate persons.
- Performs occasional clerical duties or light typing as required.
- Sets up conference calls, schedules conference rooms and maintains on-line calendar of conference room availability via RoomTracker.
- Assist MW clients, internal personnel and visitors with office space needs or special requests.
- Sends and receives faxes using Rightfax.
- Performs additional duties as directed.
- Assists with special projects as necessary (e.g. data entry into Elite System).
- Initiates and coordinates catering orders for breakfast and lunch meetings.
- Assures all visiting clients and attorneys are cleared with security.
- Assist visiting attorneys with print jobs, shredding, shipping documents.
- Reconciles invoices and expenses with Chrome River.
- Confirms and coordinates meeting requests (single and multi-office) with beverages, video conferencing, web ex.
- Initiates facility requests.
- Maintains and keeps current various office lists in Excel.
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- Crafts compelling and useful content focused on achieving the firm’s strategic goals.
- Digests legal documents, developments and concepts and quickly writes accurately about them in clear, broadly understood and engaging narratives.
- Writes and reviews marketing and communications materials and ensures compliance to firm standards of quality, firm policies and guidelines, and basics of good writing, including grammar, spelling, content flow, and adherence to Associated Press Stylebook. Also vets copy for redundancies, inconsistencies, potential conflicts.
- Proofreads e-communications, legal alerts, announcements and other internal and external communications.
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- Conducts research using LEXIS, Westlaw or other relevant research platforms to support the needs of the client.
- Performs basic factual research and investigation related to client matters and other due diligence as appropriate.
- Collects, organizes and maintains documents and files related to legal matters, including documents received from the client, opposing parties or other sources.
- Manages calendars, docket and tickler systems, and assists in meeting deadlines.
- Drafts routine correspondence and memoranda for attorneys and more senior level paralegals as requested.
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- Conducts research using LEXIS, Westlaw or other relevant research platforms to support the needs of the client.
- Performs basic factual research and investigation related to client matters and other due diligence as appropriate.
- Collects, organizes and maintains documents and files related to legal matters, including documents received from the client, opposing parties or other sources.
- Manages calendars, docket and tickler systems, and assists in meeting deadlines.
- Drafts basic pleadings, assisting and responding to discovery request and production of documents, court filings (federal and state) along with preparing for trial.
- Ensuring filings are in compliance with CA court rules and e-filing documents therein.
- Proofreads legal documents.
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- Prepare, edit and format closing documents, signature pages and binders
- Manage documents: upload documents to the document management system(DMS); scan, save to DMS and distribute matter-related hard copy correspondence
- Coordinate mailings, deliveries, and copy jobs
- Organize and maintain matter files, retrieve matter files, and prepare files for closing in accordance with Records Department procedures
- Organize project and file rooms and coordinate movement of boxed records within facility or to off-site storage.
- Coordinate meetings and practice development events: schedule conference rooms, coordinate catering, notify participants, etc.
- Prepare and submit expenses and invoices for payment and submit check requests as needed
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- Develops and grows relationships with firm’s lawyers and staff and members of the mainstream, trade and legal media across markets nationwide and internationally where the firm operates
- Prepares and/or edits press releases and high-quality, tailored article pitches and talking points, often on tight deadlines
- Applies well-versed knowledge of current events to identify trends, story ideas and proactive campaigns that strategically benefit the firm
- Handles all aspects of Social Media
- Researches and generates media lists, monitors news clips, generates media reports and analyzes metrics to gauge PR/media results
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- Handles all aspects of new client and matter intake
- Enters new client and matter information into the Elite Enterprise Billing system
- Processes client/matter information for all offices to include linking related party names and preparing bar-coded folders and/or inserts
- Contacts legal staff when client/matter information is inaccurate or incomplete and obtains correct information; Corrects data entry errors (client numbers, matter numbers and principal names) in Elite
- Receives calls and e-mails placed to the Records Helpline and makes changes to the data in Elite as requested
- Assists in completing conflict-of-interest searches for clients, principals and related party names as requested by attorneys
- Assists in closing client/matter records according to procedures
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- Work with the General Counsel, CTO, CIO, Executive Director and other firm management to develop a security program and security projects that address identified risks and business security requirements
- Manage the process of gathering, analyzing and assessing the current and future threat landscape, as well as providing the GC, CIO and CTO with a realistic overview of risks and threats in the enterprise environment
- Propose changes to existing policies and procedures to ensure operating efficiency and outside counsel guidelines/regulatory compliance
- Hire, assess, and direct the work of Red Team and Blue Team employees (minimum of two) as well as cross-functional staff. Also responsible for the efforts of multiple 24/7 outsourced SOC services staff
- Serve as primary representative for the firm regarding information security capabilities to audit staff of clients
- Provide support and guidance for Office of General Counsel, legal and regulatory compliance efforts, including audit support
- Recommend and coordinate the implementation of technical controls to support and enforce defined security policies
- Research, evaluate, design, test, recommend or plan the implementation of new or updated information security hardware or software, and analyze its impact on the existing environment; provide technical and managerial expertise for the administration of security tools
- Direct and coordinate operational components of incident management, including detection, response and reporting
- Oversee the day-to-day activities of threat and vulnerability management, identify risk tolerances, recommend treatment plans and communicate information about residual risk
- Manage security projects and provide expert guidance on security matters for other IT projects
- Design, coordinate and oversee security testing procedures to verify the security of systems, networks and applications, and manage the remediation of identified risks
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- Works closely under the supervision of the graphic design manager to create and revise ads, brochures, web graphics, invitations, handouts, maps, charts and other marketing collateral as needed
- Maintains the firm’s logo and stock photo libraries
- Supports lawyers in visual enhancement of PowerPoint presentations
- Prepares files for production ensuring that pre-press and output requirements are met
- Proofreads and reviews materials for accuracy and consistency with brand guidelines
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- Providing principle telephone and remote assistance client support for users firm-wide on all applications, hardware, hardware peripherals, telephony and network related issues.
- Providing 1st level management of the firm’s Document Management System and 1st level Intranet administration (i.e. SharePoint).
- Performing information gathering and troubleshooting details prior to escalating calls, providing sufficient technical detail for 2nd and 3rd levels to resolve. Ensures proper escalation of call when required, records all service numbers, trouble ticket numbers and other pertinent service information.
- Participating in the coverage of the Service Desk on-call pager on a 24 x 7 rotating schedule.