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- Reviewing title insurance commitments, including analyzing title exceptions for potential problems, requesting revisions to eliminate or modify exceptions, requesting and reviewing appropriate endorsements, and preparing title objection letters
- Reviewing plats of survey, including comparing to title insurance commitments, analyzing survey matters for potential problems and requesting revisions to eliminate or reflect title exceptions
- Preparing and maintaining closing checklists and timelines
- Ordering and reviewing entity certificates and lien search reports
- Preparing escrow closing instructions
- Computing recording taxes
- Reviewing closing statements
- Handling post-closing matters
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- Identifies potential conflicts of interest associated with new business and assists attorneys in resolving them
- Provides concise and complete evaluations of potential conflict issues along with recognized steps for resolution
- Assists attorneys with reviewing and interpreting conflicts reports to help attorneys make conflicts clearance decisions and identifies recognized procedures for conflicts resolution
- Conducts online searches and uses web-based research tools, company websites or public databases to determine relevant information about potential representations
- Assists Deputy General Counsel with the review and resolution of potential conflicts associated with new lawyers and staff
- Assists Deputy General Counsel with the drafting of consents as requested
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- Provide support for the diversity team by generating correspondence, preparing reports and drafting presentations.
- Coordinate conference room reservations, and schedule meetings for the Diversity & Inclusion Committee, Diversity Action Council and lawyer affinity networks.
- Assist with the data collection and completion of external diversity surveys. Work with the firm's internal departments to ensure accurate reporting and maintain and archive of responses.
- Assist with diversity content on the portal site and collaborate with the Marketing Department to ensure diversity and inclusion content on the external website is current.
- Conduct research as needed on current diversity and inclusion trends and benchmarks used in the legal industry or that may be applicable to a law firm environment.
- Assist with diversity-related communication for events.
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- Provide proactive and engaged leadership on key projects designed to increase revenue, enhance business efficiency, and improve client relations
- Liase with multiple stakeholders to aggregate, prioritize and document requirements for system modifications, enhancements and implementations
- Research competitive landscape to provide fact-based recommendations to the stakeholders
- Stay current with customer needs utilizing formal and informal written communication methods (for example, emails, surveys, focus groups, portal updates etc)
- Analyze and synthesize business requirements, including recognizing patterns and conceptualizing processes
- Critically evaluate information gathered from multiple sources, reconcile conflicts and decompose high-level information into details
- Conduct COTS product assessments, demonstrations, costs analysis and prepare executive level presentations of findings
- Create business cases including definition of project objectives, KPIs, requirements and priorities
- Elicit and document requirements using interviews, document analysis, focus groups, surveys, business process descriptions, use cases, task and workflow analysis
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- Answering phones
- Filing of case documents, retrieving case files, and preparing files for closing in accordance with Records Department procedures
- Preparing material for overnight/mail service deliveries
- Maintain electronic and hard copy closing binders and amendment binders
- Arranging team conference calls as directed, make travel arrangements as needed.
- Search, save and review Worksite electronic files for specific requests; circulate to appropriate parties per instructions
- Handling payment of matter related invoices and Attorney expense reports via ChromeRiver
- Calendar management for Attorneys
- Performing other administrative tasks and special projects as requested (IE: entering Attorney’s time, maintain/organizing paper files, etc.)
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- Performs complex legal and non-legal research and reference services for clients, lawyers and staff for multiple offices
- Maintains current knowledge and proficiency in the use of legal and non-legal computer information retrieval systems
- Exercises independent judgment and discretion in the selection of information sources, research methods and document delivery options when responding to reference and research questions
- Provides ready reference services at regularly assigned hours and as needed
- Processes interlibrary loan requests and maintains necessary/appropriate records as needed
- Participates in and coordinates orientation and training of new attorneys/staff as requested
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- Upon request, opens and closes OGC matters, prepares closed OGC matter files for off-site storage, and retrieves them.
- Organizes and labels, as needed, and files hard copy and electronic records relating to OGC and client matters.
- Helps Manager, Risk Management, track pro hac vice admissions, business associate agreements, fiduciary commitments, public officials, lawyer sanctions and disqualifications, and other information required for compliance purposes.
- Works with Senior Paralegal, Risk Management to issue, monitor, answer questions about, and lift legal holds, and close related OGC matters after holds are lifted.
- Helps Senior Paralegal follow up with legal hold custodians on compliance matters.
- Notifies PC Access Management and Data Governance when departing lawyers and staff are subject to legal holds and when electronic records subject to legal holds can be deleted.
- Assists Senior Paralegal and Risk Management Manager with file transfers and third party subpoenas, including collecting and preparing records for loading into databases, organizing and labeling hard copy and electronic records for production, and when necessary, preparing shipping labels for hard copy records.
- Files production letters, other matter correspondence and pleadings.
- Polls lawyers regarding California bond certification.
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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.
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- Serves as manager, mentor, coach, role model and facilitator to PA’s and PA Supervisors.
- Supervises PA Supervisors’ execution of ongoing responsibilities, administrative staff management, and human resources responsibilities.
- Manages the performance of direct reports providing on-going feedback and coaching. Establishes goals and objectives and completes performance evaluations.
- Participates in interview process assessing applicants and coordinates interviews with attorneys, if applicable.
- Consults with PA Supervisors prior to new employee arriving regarding mentor assignment and checklist of items to be accomplished during the first 90 days.
- Works with Training Manager(s) to design, assess and coordinate programs for PA’s; coordinates ongoing developmental training for direct reports particularly as it relates to established goals and objectives and varying career stages.
- Serves as the escalation point in resolving issues. Creates and maintains solid relationships with attorneys, paralegals, and staff.
- Interacts daily with PA Supervisor(s)/local Office Coordinators regarding coverage and work assignments.
- Works with Office Administrator/Manager on office operations and events as necessary
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- Maintain electronic and hard copy closing binders and amendment binders
- Preparing material for overnight/mail service deliveries
- Arrange team conference calls as directed, make travel arrangements as needed.
- Search, save and review Worksite electronic files for specific requests; circulate to appropriate parties per instructions
- Process payment of matter related invoices and Attorney expense reports via ChromeRiver
- Calendar management for Attorneys
- Perform other administrative tasks and special projects as requested (IE: entry of Attorney time, maintain/organize paper files, etc.)
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- Responsible for all office operational functions with an emphasis on practice assistants (administrative assistants) and support staff management, including personnel alignment, performance, evaluations, interviewing, and policy administration
- Plan and conduct regular staff meetings and office events including client and business development events and charitable-related activities
- Oversee facility upkeep; serve as liaison with local property management and work with building personnel and appropriate internal contacts
- Conduct new hire orientation and assess staff training needs
- Assist in budget preparation and forecasting; report on monthly variances
- Maintain office security protocol and ensure office meets proper business continuity obligations of the firm
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Career Advising and Planning
- Coach attorneys through process of identifying range of possible career options, taking into account attorney's professional and personal background, needs and preferences
- Provide individually tailored guidance in development of both near and longer-term career goals, and then provide advice and feedback on plan to achieve those goals
- Work closely with the Department Chairs, Associates Committee, the Diversity Action Council, chairs of firm affinity networks, and other firm leaders to pro-actively identify attorneys who might particularly benefit from career advising, and develop individualized outreach strategies for those attorneys, as appropriate
- Raise awareness about availability of career advising resources and encourage attorneys to seek out career advising by offering trainings, writing articles, participating in firm events, and otherwise engaging with attorneys
Identifying and Managing In-House Job Opportunities
- Develop and maintain relationships with key firm clients (and other employers, where appropriate) to foster in-house counsel employment opportunities
- Create and maintain internal job board of opportunities with key firm clients and other strategically important employers, and provide feedback and support to firm attorneys who express an interest in applying
- Conduct outreach to Department Chairs and other firm leaders to identify possible candidates for senior level in-house opportunities where doing so could particularly enhance the firm's strategic relationship with the client
- Track information about attorneys seconded to clients, including length of secondments and employment outcomes (return to firm, hiring by by client, or other)
Alumni Engagement
- Define alumni outreach communication strategies on topics relating to career development and job opportunities, and work with Marketing and Business Development team to execute such strategies
- Work closely with Marketing and Business Development team to actively engage and cultivate effective relationships with alumni to enhance career opportunities for both firm attorneys seeking external opportunities and for alumni seeking new opportunities