Legal Personnel and Recruiting Assistant

Ropes & Gray - Boston, MA (14 days ago)3.7


About Ropes & Gray
Ropes & Gray LLP is a preeminent global law firm focused on providing the highest-quality advice on our clients’ critical legal and business issues. Our global team of 2,500 talented professionals regularly helps clients meet high-stakes challenges, solve complex problems and achieve key goals. These colleagues work together across a global office network that includes offices in Boston, Chicago, Hong Kong, London, New York, San Francisco, Seoul, Shanghai, Silicon Valley, Tokyo and Washington, D.C.

We are a contemporary firm that can bring more than 150 years of legal and institutional history to bear on the challenges clients face in today’s global, 24/7 business environment. Our collaborative approach gives our clients—which include many of the world’s most respected companies and institutions—ready access to leading corporate, litigation, transactional and regulatory lawyers whose knowledge and experience span industries and geographies.

With an international presence, we focus primarily on the asset management, technology, life sciences, health care and real estate industries. Our clients include global industry leaders, financial institutions, investment firms, private equity firms, hospitals and health care organizations, educational institutions and individuals.

We have consistently been recognized for our leading practices in many areas, including private equity, M&A, life sciences, health care, finance, investment management, hedge funds, tax, real estate, intellectual property, business and securities litigation, government enforcement, antitrust, and privacy and data security.
Ropes & Gray is an equal opportunity employer.

JOB SUMMARY:
The Legal Personnel and Recruiting Assistant ("Assistant") works closely with the managers, specialists and coordinators of the Legal Personnel, Recruiting and Global Mobility team to provide critical administrative support during the entire life-cycle of an attorney at the firm, from hiring to departure. Working in a fast-paced environment, the Assistant contributes to a variety of attorney-related personnel functions with primary focus on recruiting, onboarding, global mobility, client secondments and departures. The Assistant will also contribute to other projects and complete assignments on an as-needed basis.

ESSENTIAL FUNCTIONS:
Supports the recruiting function by, among other duties:
Inputting and updating candidate information, creating and running reports in the legal recruiting database, (currently LawCruit) for lateral and entry-level candidates.

Generating interview schedules and assembling interview materials for candidates.

Assisting with summer program and first year orientation planning initiatives and events.

Preparing correspondence to lawyers and law student applicants, as directed.

Greeting candidates interviewing with the firm.

Filing, organizing and maintaining legal recruiting files and records.

Scheduling and communicating information related to interviews to those internally involved in the process (including lawyer interviewers, legal recruiting staff, reception staff, and building security staff).

Assists with onboarding of lateral associates in Asia offices, including arranging orientation schedules and attending to other logistical matters to support optimal integration of attorneys in new office.

Assists with onboarding of lateral associates in Asia offices, including arranging orientation schedules and attending to other logistical matters to support optimal integration of attorneys in new office.

Supports the global mobility function, by among other duties:
Liaising with IT and office administrators to arrange new office, assisting with orientation schedules and attending to other logistical matters to support optimal integration of attorneys relocating to a new office and processing mobility-related invoices.
Assists in maintaining the global mobility team spreadsheets and trackers.

Supports the legal personnel function, by among other duties:
Creating and updating internal process checklists for various team functions, including moves, departures and international onboardings.
Maintaining department electronic workspaces, tracking spreadsheets and department Infonet webpage.
Completing general administrative duties and projects, as needed, including scheduling meetings, revising agreements in Microsoft Word and Excel, and creating PowerPoint presentations Supports the recruiting function by, among other duties:
Assists with special projects, as directed.

ESSENTIAL CAPABILITIES:
Conscientious, well organized, detail-oriented, and willing to take initiative.
Ability to multi-task, manage, and prioritize projects effectively.
Ability to work independently, under the direction of others, and as a part of a team.
Flexibility in responding quickly and positively to shifting demands and opportunities.
Ability to interact effectively with all levels of firm personnel.
Ability to recognize confidential information and to maintain confidentiality of such information.
Proactive in learning and adapting to new systems and processes.
Reliable, loyal, service-focused, and punctual.
Ability to perform under stressful conditions in a thoughtful and professional manner.

EDUCATION, EXPERIENCE AND SKILLS REQUIRED:
Bachelor’s or other undergraduate degree required. One to two years of work experience in a professional services environment preferred.
Proficiency in the use of computer programs including Microsoft Office (Outlook, Word, Excel), document management programs (Filesite), and database programs.
Excellent written and oral communication, organizational, and interpersonal skills.
Knowledge of electronic databases and programs including PeopleSoft, Taleo, eVerify, LawCruit and SharePoint a plus.

WORKING CONDITIONS:
Normal office environment and schedule. This is a non-exempt position; candidate must be willing and able to handle overtime as needed, particularly in the months of July and August.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements. Firm management reserves the right to amend and change responsibilities to meet business and organizational needs.