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Boston Office Positions

New England Recruiting Coordinator

Location
Boston, MA

We are looking for a motivated recruiter to join our Boston, MA, office. This is a terrific opportunity for an individual to join a dynamic Legal Personnel Department. The position reports directly to and works closely with the firm’s Director of Entry-Level Attorney Recruiting and Director of Lateral Attorney Recruiting and will be responsible for both entry-level and lateral attorney recruiting for our Boston, Manchester, NH, and Providence, RI, offices.

Responsibilities: Provide support relating to law student, entry-level, judicial clerk, and lateral recruitment, including but not limited to prescreening resumes, coordinating campus logistics, meeting/greeting candidates, scheduling interviews, and coordinating travel arrangements. Coordinate the Boston Office Summer Associate Program, including working with the Boston Recruiting Committee for mentors, work assignment coordinators, evaluations, organizing all social events and programs. Provide on-site assistance with lateral recruiting efforts for our Boston, Manchester, and Providence offices. Responsible for database entry and status updates using viRecruit.

Our Legal Personnel Department has a team orientation, so this position will work closely with the Recruiting Coordinators in our other offices on firmwide projects, providing back-up support as needed.

The New England Recruiting Coordinator will maintain open communications and build strong relationships with internal clients (direct supervisors, attorneys, staff) and external clients (recruits, headhunters, law school career services personnel), be able to adapt to changing and challenging work situations, and grasp and apply new ideas. This is a full-time position with frequent need for overtime hours.

Requirements: Bachelor’s degree or comparable experience required with a minimum of three years of recruiting experience in a law firm. The ideal candidate will have strong verbal and written communication skills, excellent interpersonal skills, an ability to work efficiently and in an organized fashion in a fast-paced environment, with strong attention to detail and the ability to handle sensitive and confidential information. Must have computer skills including Outlook, Word, and Excel. Experience with viRecruit preferred. EOE.

Contact
Tamara Fairhurst
tfairhurst@nixonpeabody.com
Fax: 585-263-1600
Nixon Peabody LLP
1100 Clinton Square
Rochester, NY 02110

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Chicago Office Positions

Patent Legal Secretary

Location
Chicago, IL

Nixon Peabody LLP’s Chicago office has an opening for a Patent Legal Secretary. Approximately 3 years of legal secretary experience in patent prosecution is required.

This secretary position will support the firm’s Intellectual Property (IP) practice group and will be responsible for working with two patent attorneys with a prosecution docket.

Primary responsibilities include assisting one partner and one associate with daily workload: client interaction, monitoring docket, preparation of amendments, payment of issue fees, maintenance fees, IDSs, notices of allowance, new applications, assignments, declarations and application data sheets, work of foreign matters, letters to client, time entry, updating and maintaining patent status charts, monitoring and attending to prosecution dockets, and billing.

Ideal candidates will be proficient in MS Word (60+ wpm), conscientious and diligent, and possess excellent communication, interpersonal, customer service, and organizational skills. Must be a team player who is willing to take initiative to learn new skills and proactively manage workflow with the support of the Office Administrator.

Nixon Peabody LLP has been named a best place to work by FORTUNE magazine, earning a spot on the “FORTUNE 100 Best Companies to Work For” list in 2006 and 2007. We offer a collegial work environment, competitive salary commensurate with experience and an attractive benefits package including free access to area fitness centers, back-up day care, retirement savings plan, and bonus program.

Nixon Peabody LLP is an Equal Opportunity Employer.

Contact
Lisa Murphy
lmurphy@nixonpeabody.com
Fax: 312-425-3909
Nixon Peabody LLP
161 N. Clark Street
48th Fl.
Chicago, IL 60601

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Silicon Valley Office Positions

Corporate/Transactional Secretary

Location
Palo Alto, CA

The Silicon Valley office has an immediate opening for a top-notch Corporate/Transactional Secretary/Executive Administrative Assistant with at least 3 years’ corporate/transactional experience to join our Silicon Valley office.

Responsibilities include, but are not limited to: document preparation, meeting organization, Web research for marketing, complex bill processing, making travel arrangements, and processing expense reimbursements.

Position requires excellent Word, Excel, and PowerPoint skills. Qualified candidates must be self-starters with strong attention to detail, excellent organizational and prioritizing skills, and ability to use good judgment on a regular basis. Must be able to communicate with various personalities at all levels of management and staff. We offer attractive benefits and a competitive salary.

Nixon Peabody LLP is an equal opportunity employer. Principals only, please.

Contact
Terrie Houseman
thouseman@nixonpeabody.com
Fax: 415-984-8300
Nixon Peabody LLP
One Embarcadero Center
San Francisco, CA 94111

 

Litigation Secretary/Executive Administrative Assistant

Location
Palo Alto, CA

Nixon Peabody LLP, named by FORTUNE® Magazine as one of the”100 Best Companies to Work For®” in 2008, has an immediate opening for a top-notch Litigation Legal Secretary/Executive Administrative Assistant with at least 3 years’ litigation experience to join our Silicon Valley office.

Responsibilities include, but are not limited to: document preparation and litigation support including e-filing, meeting organization, Web research for marketing, complex bill processing, making travel arrangements, and processing expense reimbursements.

Position requires court filing and calendaring experience and excellent Word, Excel, and PowerPoint skills. Qualified candidates must have strong attention to detail, excellent organizational and prioritizing skills, and be able to use good judgment on a regular basis. Must be able to communicate with various personalities at all levels of management and staff. We offer attractive benefits and a competitive salary.

Nixon Peabody LLP is an equal opportunity employer. Principals only, please.

Contact
Terrie Houseman
thouseman@nixonpeabody.com
Fax: 415-984-8300
Nixon Peabody LLP
One Embarcadero Center
San Francisco, CA 94111

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Rochester Office Positions

Client Services and Compliance Administrator

Location
Rochester, NY

Responsibilities

• Interact/ correspond with vendors and custodians.
• Complete account applications, client agreements, account transfer paperwork, etc.
• Draft correspondence to clients.
• Research and resolve account problems.
• Prepare marketing packages for prospective clients.
• Initiate contact with clients to provide or obtain updated information and schedule meetings.
• Schedule internal meetings with advisors and staff members; record meeting notes.
• Assist with the firm regulatory compliance program, including frequent interaction with Chief Compliance Officer.
• Maintain client files and firm compliance files.
• Secretarial and clerical duties such as telephone coverage, filing, typing correspondence, memoranda, reports and meeting notes.
• Handle general office operations such as accounts payable, bank deposits, and office supplies.

Qualifications Required

• Experience in financial services industry preferred.
• Associates or Bachelors degree (or Series 7 & 63) a definite plus.
• Extremely detail oriented with strong organizational skills.
• Ability to work in a team environment.
• Excellent verbal and written communication skills to effectively communicate with other team members.
• Highly motivated with ability to work independently.
• Ability to manage multiple projects.
• High level of proficiency in Microsoft suite of applications with a focus on Excel.

Interested applicants should send cover letter with salary requirement and resume to the contact listed below. Reference job title in the subject line. All inquiries will be kept confidential. Nixon Peabody LLP is an Equal Opportunity Employer.

Contact
Carol Niles
cniles@nixonpeabody.com
Fax: 646-792-3847
Nixon Peabody LLP
1100 Clinton Square
Rochester, NY 14604

 

Part-time Administrative Assistant

Location
Rochester, NY

Monday through Friday, 4-5 hours per day on a fixed schedule, working in the Village of Skaneateles office.

Responsibilities

• Candidates for this unique position will be expected to coordinate all office services needed for the smooth operation of a small office (receiving visitors; maintaining adequate supply levels; coordinating with facilities/custodial staff to ensure space is properly maintained; etc.)
• In addition, candidates will be expected to:
  • Manage complex calendars and travel schedules.
  • Perform secretarial work relating to the Energy law practice.
  • Prepare and proofread correspondence and other documents.
  • Answer, screen, and/or respond to telephone calls and relay appropriate messages.
  • Prepare and review expense reports.
  • Establish and maintain up-to-date files.
  • Prepare overnight mailings, send faxes, and request checks from Accounting.
  • Input time sheets.
• Other duties as assigned.

Qualifications Required

Exceptional organizational and administrative skills with meticulous attention to detail. Excellent communication, interpersonal skills, and telephone skills. Able to work independently, operate under tight deadlines, and manage multiple tasks. Meticulous, thorough, and efficient. Strong technical skills, including use of Outlook, Word, Excel, PowerPoint, all other firm applications, and the Internet. Able to quickly learn and use new software applications. Minimum net typing speed of 60 wpm.

Contact
Michelle Kuhn
mkuhn@nixonpeabody.com
Fax: 718-889-9448
Nixon Peabody LLP
1100 Clinton Square
Rochester, NY 14604

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San Francisco Office Positions

Legal Secretary

Location
San Francisco, CA

The San Francisco office has an immediate opening for a top-notch Litigation Floater Secretary.

Qualified candidates will have at least 3 years’ litigation experience with corporate skills a plus. Position requires extensive e-filing/court filing and calendaring experience in addition to excellent Word, Excel, and PowerPoint skills. The successful ca ndidate must have strong attention to detail, excellent organizational and prioritizing skills, and be able to use good judgment on a regular basis. Must be able to communicate with various personalities at all levels of management and staff. We offer attractive benefits and a competitive salary.

Nixon Peabody LLP is an equal opportunity employer. Principals only, please.

Contact
Terrie Houseman
thouseman@nixonpeabody.com
Fax: 415-984-8300
Nixon Peabody LLP
One Embarcadero Center
San Francisco, CA 94111

 

Office Services Specialist

Location
San Francisco, CA

The San Francisco office has an immediate opening for a top-notch Office Services Specialist. This position reports directly to the Office Services Manager. Duties will include, but not be limited, to the following:

Mail

• Sort and distribute incoming mail to office personnel; use the postage meter to prepare outgoing regular, certified, and registered mail to meet U.S. postal deadlines; distribute and pick up interoffice mail according to a preset schedule; prepare interoffice pouches and track delivery when required.
• Respond to routine inquiries regarding mail procedures, postal rates, and service levels.
• Deliver packages received by overnight services or hand delivered by local messengers.
• Monitor appropriate level of postage in the meter to meet usage requirements of the office; arrange for additional postage and call for repairs when required.
• Arrange for courier service, overnight services and hand-delivered local messenger services.
• Maintain a neat and orderly mail and supply area; monitor inventory and arrange for reorder of low stocked items.

Photocopy

• Monitor copy machines; perform standard maintenance that includes replacing toner cartridges and loading of staples; and arrange for service as required.
• Monitor and maintain supply inventory for copiers.
• Pick-up and deliver copy jobs as necessary.
• Prepare copy jobs in accordance with instructions provided. Conduct quality control on all copy jobs before returning them to requestors.

Fax

• Send faxes as requested and return originals to sender. Utilizing the desktop faxing module or fax machine, receive faxes and forward/distribute them via e-mail to their intended recipient(s).
• Maintain accurate fax logs as required.
• Perform standard maintenance including the changing of toner cartridges and arrange for repairs when equipment fails.
• Maintain adequate supply inventory and reorder supplies as required.

Facilities

• Assist with office moves; stock and prepare office and work stations for new personnel.
• Communicate with the property management, janitorial, clerical, and engineering staff to schedule and facilitate installations and repairs on the premises.
• Maintain furniture inventory and tracking system.
• Stock supply areas and printer stations.
• Monitor inventory of supplies and maintain adequate stock.
• Review actual to budgeted expenses on a monthly basis to control costs and inform the Office Services Manager or Coordinator of variances.
• Upon an employee’s departure from the firm, ensure that office or workstation has been cleaned and is ready for new occupant and that office supplies are returned to inventory.

Additional Responsibilities As Necessary:

• Provide backup coverage for the reception desk assuming the responsibilities outlined for the particular office.
• Provide backup to the I.S. and I.T. departments in audio-visual set-ups for meetings and conference calls.
• Place food orders for internal meetings and set up conference rooms or meeting rooms with food, beverages, and catering service supplies.
• Maintain organization and cleanliness of conference rooms. After the meeting, remove the remains of food and beverage items from the meeting room.
• Stock coffee station(s) and kitchen with office and food/beverage service supplies.
• Maintain inventory of supplies; arrange for a reorder as needed.
• Other related duties as assigned.

Qualifications include a minimum of two years’ relevant office or clerical experience. Experience working in a law firm is a plus. Successful candidates will have demonstrated excellent organizational and communication skills; the ability to work independently and to take the initiative to accomplish objectives in a timely manner. We offer attractive benefits and a competitive salary.

Nixon Peabody LLP is an equal opportunity employer. Principals only, please.

Contact
Terrie Houseman
thouseman@nixonpeabody.com
Fax: 415-984-8300
Nixon Peabody LLP
One Embarcadero Center
San Francisco, CA 94111

 

Technology Trainer

Location
San Francisco, CA

Job Summary

The Technology Trainer is responsible for executing the computer technology training in the San Francisco office.  This individual works to improve the organization’s technical training processes and procedures by facilitating local office training program initiatives consistent with the firmwide training goals.  He/she is accountable to the Manager of Project Control and Technology Training.

Results and Expectations

• Identifies training needs in the local offices he/she supports by attending staff and practice group meetings or working one-on-one with individuals.  In addition, review help desk call reports to plan office training programs.
• Responsible for conducting training classes according to firmwide standards in a professional manner with a customer service attitude.
• Conducts monthly “lunch and learn” training sessions for the local office he/she is responsible for to increase the level of technology proficiency with core products (ie. Word, Outlook, PowerPoint, PCDOCs, LegalKey, CMS, etc.).
• Ability to work individually to meet the needs of the local offices he/she is responsible for, yet work as a team to coordinate firmwide training events and rollouts.
• Flexibility to travel to other offices for training backup or training team initiatives.
• Able to set up a training room efficiently and effectively as required by office-specific training needs, limitations of office space layouts, and availability of a dedicated training room. Specific tasks will require moving computers and peripheral equipment.  Must be able to lift a minimum of 40 pounds.
• Prepare documentation and training material as needed for office or firmwide programs according to standards and guidelines determined by the Training Team.
• Promote the implementation of the firm’s on line learning program in the local office.
• Maintain software knowledge through training classes, internal train-the-trainer sessions, and self study.
• Participate in firm training team meetings.

Education, Experience, and Skills

Minimum of three years’ training experience with a solid understanding of standard application software (Microsoft products).  Must be able to quickly learn firm customization and legal-specific software packages.  Certification in Microsoft Office products a plus.

Contact
Tamara Fairhurst
nprecruit@nixonpeabody.com
Fax: 585-263-1600
Nixon Peabody LLP
1100 Clinton Square
Rochester, NY 14604

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Washington Office Positions

Client Service Manager

Location
Washington, DC

Responsibilities

Individual will serve as chief marketing strategist for specific practice areas to lead and implement marketing and business development activities. Position will have regular interaction with business managers and work collaboratively with regional marketing managers, public relations managers, and market intelligence professionals. Responsibilities will include, but are not limited to: becoming familiar with practices, clientele, sources of business, and related resources such as trade and industry organizations; spearheading the development of business plans; implementing and tracking business plans; helping to launch, develop, and maintain client service teams; developing and monitoring practice group budgets; strategizing and identifying appropriate marketing initiatives; assisting with responses to RFPs and pitches for new business; identifying and participating in research efforts including trends and issues; helping spot and develop opportunities to promote good results; utilizing InterAction database; managing day-to-day activities of client service specialist(s); and other duties as assigned.

Qualifications

Qualified candidates must possess a Bachelor’s degree with 8-12 years of business development or sales experience, preferably in a law firm or professional services setting. MBA a plus. Strategic, results-oriented individual with ownership approach a must. Excellent writer and articulate communicator with client-service orientation, solid leadership skills, and confidence necessary. Team player with creativity preferred. Flexibility to travel necessary. Nixon Peabody LLP is an Equal Opportunity Employer. M/F/D/V.

Contact
Nikial Boston
dcresumes@nixonpeabody.com
Fax: 202-354-4869
Nixon Peabody LLP
401 9th Street NW
Washington, DC 20004

 

Patent Legal Secretary

Location
Washington, DC

Nixon Peabody LLP’s Washington, DC, office has an immediate opening for a Patent Legal Secretary. Five years of legal secretary experience in patent prosecution is required.

Ideal candidate will support the firm’s Intellectual Property (IP) practice group and will be responsible for working with one patent partner and one patent specialist.

Responsibilities

Primary responsibilities will include, but are not limited to: assisting with daily workload, client interaction, monitoring docket, preparation of amendments, payment of issue fees, maintenance fees, IDSs, notices of allowance, new applications, assignments, declarations and application data sheets, work of foreign matters, letters to client, time entry, updating and maintaining patent status charts, monitoring and attending to prosecution dockets, and billing.

Qualifications

Qualified candidates will be proficient in MS Word (60+ wpm) and possess excellent communication, interpersonal, customer service, and organizational skills. An eye to detail is a must along with a calm and willing demeanor. Must be a team player and have the ability to interrelate with all levels of office personnel. We offer a collegial work environment, competitive salary commensurate with experience, and an attractive benefits package, including free access to area fitness centers, back-up day care, retirement savings plan, and bonus program. Nixon Peabody LLP is an Equal Opportunity Employer. M/F/D/V.

Contact
Tina D. Sampson
dcresumes@nixonpeabody.com
Fax: 202-585-8080
Nixon Peabody LLP
401 9th Street NW
Washington, DC 20004