Administrative Assistant

Job Description
The ideal candidate is an enthusiastic self-starter, who is able to perform extensive multi-tasking under numerous time constraints with exceptional attention to detail; someone who takes initiative; thinks strategically and independently; and is confident to interact with all levels of the firm. The position requires excellent communication, organizational and computer skills.

Responsibilities

• Handle telephone calls and transcribe voicemail messages into emails
• Serve as a point of contact for internal/external inquiries and direct them appropriately
• Monitor and respond to emails as needed and appropriate
• Prepare, proofread, and process engagement/acknowledgement letters and other correspondence
• Prepare new matter intake forms, docket sheets, and client report templates for new files
• Prepare and distribute reports, memos, and correspondence with accuracy and proper formatting
• Perform conflicts checks as required
• Assist with closing files per department protocol upon case conclusion
• Organize and maintain both physical and digital filing systems for easy retrieval
• Maintain, input, and update contacts in the firm's client database and docket sheets
• Track, compile, organize, and submit expense reimbursements and vendor invoices into the firm's finance database (Chrome River)
• Maintain calendars, schedule appointments, and coordinate all details for client/guest meetings, including breakfasts, lunches, and dinners
• Assist in obtaining and reserving conference rooms for depositions and meetings, including confirming videoconferencing needs and attendee numbers
• Organize office events such as celebration lunches, including ordering food and confirming dates/attendees
• Review calendaring program (Maptician) daily to prepare for upcoming meetings
• Coordinate with building management for moves, HVAC, and other facility-related needs
• Troubleshoot and coordinate copier and office equipment issues with relevant staff
• Place and track supply orders for trials and office needs, including legal folders and other materials
• Assist attorneys, paralegals, and legal practice assistants in preparing trial, hearing, and deposition binders
• Place and track supply orders for trials and office needs, including legal folders and other materials

Qualifications

• Office/Clerical Administrative experience is required
• Experience with data management using InterAction (CRM), Chrome River and Microsoft Suite with advanced level experience in Word and Outlook
• Ability to draft, proofread and edit correspondence, memoranda, e-mails with minimal supervision
• Excellent communication skills
• Ability to work autonomously or in a team environment
• Work well under pressure and strict deadlines

About Us
Known for its commitment to action and tangible results, Cozen O'Connor has rapidly grown to become one of North America's fastest-growing law firms. Offering full-service expertise in litigation, business law, and government relations, the firm serves a diverse clientele, including global Fortune 500 companies, growing middle-market firms, startups, and high-profile individuals. Founded in 1970, Cozen O'Connor has over 925 attorneys practicing internationally in 32 cities across North America and Europe. The firm is consistently ranked among the top 100 law firms in America and has received recognition from prestigious legal and business organizations such as Chambers & Partners, The American Lawyer, The Legal 500, and Best Lawyers. Cozen O'Connor is dedicated to excellence and strives to achieve the right results for its clients, no matter how complex or critical the legal challenges may be.

Cozen O'Connor is committed to fostering greater inclusion in the legal profession. We understand the organizational effectiveness that comes from welcoming and valuing differences within the firm, and we know that assembling a team with a breadth of perspectives and experience is necessary to provide the highest quality legal service. We encourage candidates to apply and join us in this effort.

Cozen O'Connor actively welcomes applicants who have previously left the workforce and are looking to return to their careers. Gaps in experience are not penalized.

Cozen O'Connor is an Equal Opportunity Employer, including disabled and veterans.