Non-Legal Staff

Work side-by-side with lawyers in one of Boston’s leading law firms.

Built for excellence

Choate is unlike other law firms. We represent clients in their most important matters across the US and internationally from one office. This single-office model puts teamwork and collaboration front and center and enables our lawyers and our non-legal professional staff to provide exceptional service to our clients. Choate recruits only the best and brightest, and we are dedicated to the long-term success of all of our employees.

 

Career development

As a non-legal staff member, you will be assigned a mentor and a Firm advocate on day one to ensure a successful integration into your role and into the firm. Your professional development is important to us, and so we offer a suite of onsite training programs through Choate University, sponsor a variety of educational and career advancement opportunities, and conduct formal ninety-day, mid-year, and annual review processes to provide you with continuous feedback so that you can succeed here and make the maximum contribution to the Firm and our clients. 

 

Compensation

Choate offers competitive pay and a comprehensive benefits program to our non-legal staff. Our benefits program in particular is aimed at helping our staff maintain health and wellness and achieve short- and long-term financial security. The firm offers a choice of medical and dental plans, firm-sponsored life and disability insurance, 401(k) and profit-sharing retirement plans, and generous paid time off, in addition to on-site child care, free health screenings, educational seminars, and other activities that promote a balanced and healthy lifestyle.

Open Positions

Trust Advisor

Job Summary:

The Wealth Management Group (“WMG”) at Choate, Hall & Stewart, LLP administers more than $4.7 billion in assets (as of June 2018) for high net worth families. Family office clients receive comprehensive and sophisticated legal, tax and investment advice, together with administrative services from a dynamic group of collaborative professionals. Family Office Services within the WMG provides support and client service to the Firm’s partners and family office clients. Trust Advisors provide direct and indirect client support for all client account management needs. Working closely with the Firm’s partners and other internal team members, Trust Advisors act as the point person for assigned clients regarding account administration.

Job Functions:

Trust Advisors work with multi-generational families with diverse needs and administer accounts including trusts, IRA’s, investment management accounts, foundations and partnerships functioning as family investment funds. Trust Advisors are supported by Trust Assistants to facilitate to the day-to-day administration of accounts:

  • Assist Trustees with administrative decisions; ensure that assigned accounts are administered in accordance with their document terms.
  • Frequent direct contact with multiple generations of family members in person and via phone and email.
  • Support the WMG partners and clients on a range of subjects including financial, personal, and estate planning matters.
  • Monitors cash flow and performs budget analysis. Assists family members with general financial planning decisions. Coordinates specialized reporting as required.
  • Coordinate account activity, including, but not limited to, receipts and disbursements related to assets and beneficiary needs, opening, funding and closing accounts and facilitating charitable and non-charitable gifts.
  • Oversees asset custody (at Choate and outside institutions). Coordinates with external advisors and family consultants.
  • Monitor cash levels in accounts to ensure that all client needs can be met at all times.
  • Ensure that inter departmental communication is effective and that all account information is relayed and processed in accordance with established protocols. Coordinate service with other WMG departments: investments, tax, operations and legal.
  • Assume additional duties as assigned.

Essential Competencies:

  • Works proactively with others to support efforts within a department or function of the Firm.
  • Organizes and prioritizes assignments and serves as a department liaison to ensure collaborative efforts result in meeting or exceeding goals and standards.
  • Maintains current knowledge of trends and developments affecting the area of specialization.
  • Uses innovative thinking and exercises sound judgment to achieve results.

Qualifications:

  • Financial, accounting, or legal background including a related degree required.
  • Strong understanding of income taxes and investments including partnership, trust, estate planning, and estate/gift tax knowledge.
  • Minimum of 3 years of experience working with high net worth clients required.
  • Able to work well with a wide range of personalities.
  • Complex project management skills along with the ability to work on multiple teams and several projects at one time. Proven track record of success in leading projects to a successful completion under inflexible deadlines.
  • Strong analytical skills and the ability to draft complex reports and spreadsheets.
  • Strong Excel skills and a proficient user of all other MS Office Suite products. Adaptability to learn and become expert in new applications with limited formal training.

Physical Requirements:

  • Must have minimal physical mobility. Position may occasionally require standing, walking, reaching, and lifting up to 15 pounds.
  • Must have the ability to operate equipment such as a computer and copy machine.
  • Must have the ability to communicate clearly and to read and follow detailed instructions.
  • Must have the ability to prepare assorted documents and other related materials.
  • Must have the ability to work in stressful conditions under time deadlines. 

To apply, please click here.

Systems Architect

Job Summary:

The Systems Architect will join the team responsible for the Firm’s IT systems, services and operations. This position is responsible for leading and coordinating the analysis, recommendation and deployment of support and maintenance plans for these systems, to maximize Firm-wide productivity and minimize disruptions.  The Systems Architect will play a pivotal role in helping to lead the Firm’s Tier 3 Operations team, and will help maintain a culture of superior client service and continuous improvement. 

Job Functions:

  • Leads the design, development and operation of the IT systems infrastructure.
  • Collaborates with the IT Operations Manager to:
    1. Oversee IT service delivery with respect to infrastructure and endpoint systems including service design, service operation, and continuous service improvement.
    2. Develop, implement and maintain operational technology strategies, policies and standards.
    3. Develop and implement backup and disaster recovery plans and procedures, including regular reviews and real world tests.
  • Collects core system metrics to develop and implement improvement plans based on analysis of data.
  • Partners with IT Operations Manager and other stakeholders to improve operational procedures, IT processes, and the security and performance of existing systems.
  • Provides technical guidance to team of engineers.
  • Communicates and collaborates with other departments to report and resolve software, hardware and operational issues.
  • Researches, evaluates, and advises new technology solutions.
  • Provides 24x7 on-call support and problem triage for IT services.
  • Plays an integral role in critical department projects and initiatives.

 Qualifications:

  • 6+ years’ experience in administering critical IT infrastructure and endpoint systems, in a professional services environment.
  • Bachelor’s degree in Computer Science or related field is preferred.
  • 5+ years of proven experience in Office 365 and NetApp.
  • The ideal candidate will have proven experience working with technologies currently in use at the Firm, including: Exchange, SQL, VMWare, Active Directory, Citrix, PowerShell, iManageVeeam, Cisco UCS, SCCM, converged and hyper-converged technologies, and Windows OS.
  • Microsoft, VMWare and Citrix certifications are preferred.
  • Proven project experience in migrating to and deploying cloud based solutions.
  • Proven experience in managing projects from conception to successful completion.
  • Demonstrated capability in solving new and complex problems.
  • Strong knowledge of and experience in network management platforms and monitoring systems.
  • Must be able to work in fast paced environment, independently, as well as in team setting.
  • Self-starter and forward thinker with the ability to work independently, while having good judgment as to when consultation is required.
  • Superior oral and written communication skills.

Physical Requirements:

  • Must have minimal physical mobility. Position may occasionally require standing, walking, reaching, and lifting up to 15 pounds.
  • Must have the ability to operate equipment such as a computer and copy machine.
  • Must have the ability to communicate clearly and to read and follow detailed instructions.
  • Must have the ability to prepare assorted documents and other related materials.
  • Must have the ability to work in stressful conditions under time deadlines.

To apply, please click here.

IP Client Service Team Assistant

Job Summary:

Under general supervision, the IP Client Service Team Assistant provides administrative support to the Intellectual Property practice group and respective case team, with respect to domestic and foreign patents.

Job Functions:

  • Provide general administrative support for case team and practitioners:
    • Open new matters and manage electronic file workspaces, while ensuring accuracy and integrity of data.
    • Open, stamp, log and distribute mail.
    • Enter practitioner’s billable hours related to service rendered.
    • Assist with non-prosecution projects (e.g., prepare binders, download patent publications and file histories).
    • Satisfy client specific requests in support of the management of client patent portfolios.
  • Responsible for preparing general reporting notices at the request of the Team Lead and client.
  • Prepare shells for amendments and responses to office actions, restriction requirements, and notices of allowance.
  • Draft correspondence to clients for all incoming USPTO and foreign communications.
  • Backfill IDSs filed prior to implementation of IPDAS, and from transfer-in cases.
  • Assist with special billing projects, by reviewing, editing, and submitting bills to client billing team.
  • Responsible for overseeing invoice payments/expenses/reimbursements.
  • Arrange meetings and appointments as needed.

Essential Competencies:

  • Works proactively with others to support efforts within the department to improve efficiency and add value.
  • Organizes and prioritizes assignments and contributes to the department’s ability to meet or exceed goals and standards.
  • Maintains current knowledge and understanding of patent terminology and filing procedures including both US and foreign matters and knowledge and understanding of current USPTO rules and procedures (37 CFR).

Qualifications:

  • Minimum of 1 year of related Patent or administrative support experience.
  • Demonstrated interest in the Patent & Intellectual Property field.
  • Exceptional attention to detail and ability to produce work quickly, by prioritizing assignments to meet deadlines.
  • Demonstrated ability to learn new technology, processes and procedures effectively and with confidence.
  • Must be able to work in fast paced environment, independently, as well as in team setting.
  • Exceptional communication (both written and verbal) skills.
  • Proficiency in all Microsoft Office products is essential.
  • Bachelor Degree, or equivalent experience.

Physical Requirements:

  • Must have minimal physical mobility. Position may occasionally require standing, walking, reaching, and lifting up to 15 pounds.
  • Must have the ability to operate equipment such as a computer and copy machine.
  • Must have the ability to communicate clearly and to read and follow detailed instructions.
  • Must have the ability to prepare assorted documents and other related materials.
  • Must have the ability to work in stressful conditions under time deadlines.

To apply, please click here. 

IP Citation Filing Specialist

Job Summary:

Under general supervision, the IP Citation Filing Specialist provides assistance to the Intellectual Property practice group and respective case team, with respect to coordinating the Citation and Information Disclosure Statement (IDS) process.

Job Functions:

  • Responsible for preparing, maintaining, and filing all Information Disclosure Statements and any necessary certifications with the U.S. Patent and Trademark Office.
  • Responsible for identifying and indicating links between inventions, inventors, scientists, etc. by cross-citing across patent families and subject matter.
  • Obtain and update references (cited works and citing works) as needed, from identified resources.
    Obtain translation of foreign references.
  • Responsible for preparing Section 18 forms for filing in Israel and forwarding of relevant references to various jurisdictions.
  • Responsible for submitting and referencing the annexure with the specification, when modifications such as additions, deletions or amendments are made.
  • Communicate with team to ensure all deadlines are met.

Essential Competencies:

  • Works proactively with others to support efforts within the department to improve efficiency and add value.
  • Organizes and prioritizes assignments and contributes to the department’s ability to meet or exceed goals and standards.
  • Maintains strong understanding of Patent and Trademark rules of practice (37 CFR).
  • Uses innovative thinking and exercises sound judgment.

Qualifications:

  • Minimum of two years’ patent prosecution support experience is required.
  • Familiar with USPTO procedures, rules and requirements.
  • Ability to utilize IP Software with the demonstrated ability to learn new technology, processes and procedures effectively and with confidence.
  • Strong attention to detail and ability to produce work quickly, by prioritizing assignments to meet deadlines .
  • Must be able to work in fast paced environment, independently, as well as in team setting.
  • Exceptional communication (both written and verbal) skills.
  • Demonstrated commitment to providing superior client service.
  • Proficiency in all Microsoft Office products is essential.
  • Bachelor Degree, or equivalent experience.

Physical Requirements:

  • Must have minimal physical mobility. Position may occasionally require standing, walking, reaching, and lifting up to 15 pounds.
  • Must have the ability to operate equipment such as a computer and copy machine.
  • Must have the ability to communicate clearly and to read and follow detailed instructions.
  • Must have the ability to prepare assorted documents and other related materials.
  • Must have the ability to work in stressful conditions under time deadlines.

To apply, please click here. 

Real Estate Paralegal

Job Summary:

The Real Estate Paralegal will be responsible for providing billable assistance to our attorneys and clients with a wide range of real estate matters. Specific responsibilities include, but are not limited, to the following:

Job Functions:

  • Responsible for working with attorneys to assist in client work pertaining to buying, selling, financing and leasing real estate assets.
  • Facilitate, prepare, and review real estate closing and loan documentation.
  • Work with Registry of Deeds and Secretary of State’s Offices, by sending closing documents for recording, obtaining Certificates of Good Standing, and Certificates of Legal Existence.
  • Perform due diligence, including review of title, survey, offering plans, appraisals, environmental and zoning reports, UCC financing statements and related filings, tax searches, judgment and bankruptcy search results, leases, service contracts, and corporate documentation.
  • Ensure a high level of service when interacting with clients, and other related internal and external contacts. Maintains discretion and sound judgment when interacting with others both external and internal to the Firm.
  • Maintains time records ensuring accurate and timely entries.
  • Assist with administrative matters within the Real Estate Department.

Essential Competencies:

  •  Works proactively with others to support efforts within a department or function of the Firm.
  • Organizes and prioritizes assignments and contributes to the department’s ability to meet or exceed goals and standards.
  • Maintains current knowledge of trends and developments affecting the area of specialization.
  • Uses innovative thinking and exercises sound judgment to achieve results.

Qualifications:

  • Bachelor's degree and/or a Paralegal Certificate.
  • A minimum of 3-5 years of general commercial real estate experience, with 5-8 years of law firm experience is required.
  • Proficient in Microsoft Office suite, with willingness learn new technology systems.
  • Displays expertise in areas of essential function; understands and applies current technology and resources necessary to best achieve results.
  • Team player; able to interact and communicate effectively.
  • Excellent writing skills, organizational skills, and research skills.
  • Ability to work independently and effectively, as well as meet deadlines in a fast-paced environment.

Physical Requirements:

  • Must have minimal physical mobility. Position may occasionally require standing, walking, reaching, and lifting up to 15 pounds.
  • Must have the ability to operate equipment such as a computer and copy machine.
  • Must have the ability to communicate clearly and to read and follow detailed instructions.
  • Must have the ability to prepare assorted documents and other related materials.
  • Must have the ability to work in stressful conditions under time deadlines.

To apply, please click here. 

Trust Assistant

Job Summary:

The Trust Assistant provides direct administrative support for assigned Trust Advisors and their high net worth clients. Responsibilities include:

Job Functions:

    • Assists Trust Advisors, Trustees, Lawyers, and Clients in handling routine and non-routine transactions, including client bill-paying, account maintenance, scheduling, and payment of domestic household help, insurance matters, gifting programs, and other tasks, as directed.
    • Respond to easy to moderate internal and external client requests and inquiries.
    • Screen and direct telephone calls and client inquiries to appropriate parties. Coordinate e-mail and voicemail messages to Trust Advisor specifications. Maintain and track special client email boxes.
    • Create, draft, edit, and revise letters, memorandums, charts, family trees, and documents utilizing sample templates.
    • Process incoming and outgoing mail throughout the day and respond immediately to urgent mail.
    • Coordinate and schedule internal and external client meetings, including but not limited to reserving conference rooms, registering visitors to the building, etc.
    • Assist with document production including letters, memorandums, charts, family trees and spreadsheets.
    • Maintain electronic filing system, to department standards, including filing all client communications and documents on a regular basis, no less often than weekly.
    • Assist with vacation and overflow coverage as needed for the Trust Support Staff and the Client Service Coordinator by handling routine and non-routine administrative tasks at the direction of the Trust Advisors.
    • Assist with special projects, including, but not limited to the administration of grant programs for client foundations, large mailings for family funds, and research projects.
    • Perform other administrative duties on an as needed basis.

May perform additional duties as requested.

Essential Competencies:

  • Works proactively with others to support efforts within a department or function of the Firm.
  • Organizes and prioritizes assignments and contributes to the department’s ability to meet or exceed goals and standards.
  • Maintains current knowledge of trends and developments affecting the area of specialization.
  • Uses innovative thinking and exercises sound judgment to achieve results.

Qualifications:

  • Bachelor’s Degree required.
  • 3-5 years’ experience in a financial services setting required. Estate and trust experience is a plus.
  • Experience in managing projects and tasks with multiple stakeholders to a successful conclusion under inflexible deadlines. Applicants should be able to work well with multiple supervisors and should be able to work independently while keeping supervisors informed and involved.
  • Strong Excel skills and a proficient user of all other MS Office Suite products. Adaptability to learn and become expert in new applications with limited formal training.
  • Strong ability to work well with a wide range of personalities and expectations.

Physical Requirements:

  • Must have minimal physical mobility. Position may occasionally require standing, walking, reaching, and lifting up to 15 pounds.
  • Must have the ability to operate equipment such as a computer and copy machine.
  • Must have the ability to communicate clearly and to read and follow detailed instructions.
  • Must have the ability to prepare assorted documents and other related materials.
  • Must have the ability to work in stressful conditions under time deadlines.

To apply, please click here. 

 

 

 

Talent Development Specialist

Job Summary:

Join a highly innovative Talent Development team and help Choate deliver a world-class law school recruiting and attorney development experience. The Talent Development Specialist will be an integral member of the Professional Development and Recruiting teams. Responsibilities include managing key aspects of the attorney review and compensation process, executing and enhancing the training curricula, assisting with onboarding and integration of attorney hires, managing aspects of our law school candidate recruitment efforts and summer program and overseeing the Talent Development Assistant to execute team plans and programs.

 

Specific Job Functions:

Review and Compensation Process:

  • Coordinates key aspects of the Firm’s annual attorney review and compensation process. Manages timeline, prepares documents, compiles and analyzes relevant financial data and market trends, and coordinates the day-to-day processes.
  • Customizes the review database. Interfaces with other administrative departments and the vendor to ensure system is accurate and efficient.
  • Coordinates follow up from review process.

Training:

  • Plans and executes training curricula in collaboration with the Manager of Professional Development. Schedules all programs and coordinates with presenters to finalize content and materials. Kicks off programs as needed.
  • Supervises and/or collaborates with the Talent Development Assistant to plan logistics for each program including managing invitations and evaluations, distributing materials, and ensuring appropriate room and IT setup.
  • Coordinates participation in external training programs for lawyers. Vets potential programs with Practice Group Leaders, Talent Partners and others, publicizes external opportunities, and coordinates registration/tracks attendance as needed.
  • Collaborates with the Manager of Law School Recruiting and Manager of Professional Development to design and implement training programs for the summer program.

Orientation and Integration:

  • Collaborates with the Manager of Professional Development on strategy for the first-year associate orientation and integration programs and supervises and/or collaborates with the Talent Development Assistant to plan and execute the logistics.
  • Works closely with senior members of the team to develop customized orientation programs for lateral hires.
  • Assists in managing the mentor program.

Recruiting:

  • Assists with the planning and execution of Summer Program events.
  • Coordinates aspects of the Summer Program including assignment and feedback processes.
  • Manages logistics of OCI preparation including coordination with our core schools.
  • Tracks statistics and information to support the recruiting team and law school hiring process, e.g., high potential candidate tracking, callback tracking, hiring stats by school, etc.

Other:

  • Serves as department lead and expert with regard to technology and will lead the further utilization of vi’s software as an integrated talent management system.
  • Keeps up-to-date with market trends to ensure our team remains at the leading edge.
  • Assists with the preparation of the annual professional development budget.
  • Manages ad-hoc projects as they arise. Other duties may be assigned.

 

Essential Competencies:

  • Proactive and self-motivated team player.
  • Strong interpersonal skills and client service orientation.
  • Highly organized and detail-oriented.
  • Excellent analytical, problem solving and time management skills.
  • Ability to prioritize and manage multiple projects simultaneously.
  • Able to handle confidential information and matters with discretion and good judgement.
  • Flexible and adapatble, willing to change direction and priorities to accommodate firm and department needs.

 

 

Qualifications:

  • Bachelor's Degree reuqired.
  • 3-4 years of experience in a talent management role is preferred. Law firm experience is required.
  • Proven expertise in Microsoft Office, including Word, Excel, Outlook and Powerpoint.
  • Knowledge of vi, Lawcruit, Epicor, or other HRIS system, helpful.
  • Requires flexibility to work outside of standard business hours.

 

 

Physical Requirements:

  • Must have minimal physical mobility. Position may occasionally require standing, walking, reaching, and lifting up to 15 pounds.
  • Must have the ability to operate equipment such as a computer and copy machine.
  • Must have the ability to communicate clearly and to read and follow detailed instructions.
  • Must have the ability to prepare assorted documents and other related materials.
  • Must have the ability to work in stressful conditions under time deadlines.

To apply, please click here. 

 

Human Resources Coordinator

Job Summary:

The Human Resources Coordinator will be responsible for providing general support to the HR department in the areas of employee benefit plan administration, HRIS, performance management, recruitment, onboarding and off-boarding, and special projects.

Job Functions:

  • Assist in the evaluation, planning, and administration of the Firm’s various health, welfare, and retirement programs.

 

  • Audit monthly employee benefit plan invoices, ensuring additions, terminations, and changes have taken place correctly and in a timely manner.
  • Administer MBTA and gym-membership reconciliation and distribution.
  • Organize a wide array of wellness and retirement programs, educational seminars and on-site events.
  • Enter accurate and timely data into the firm’s HRIS system, including benefit changes, training program participation, and any job related updates.
  • Assist with the non-legal recruiting process, including posting open positions on the Firm’s various job boards, scheduling candidate interviews, and administering skills assessments.
  • Assist with onboarding new employees, by initiating candidate background checks, assembling benefit packets, creating new employee personnel and benefit files, coordinating new hire orientations, and scheduling new hire check-ins.
  • Maintain accuracy of all employee personnel and benefit records.
  • Assist with special projects and provide general support to the Human Resources Department.

Qualifications:

  • Bachelor’s Degree in Human Resources or a related field with a minimum of 1-3 years of benefit administration or HRIS experience required.
  • Strong attention to detail with a demonstrated ability to establish priorities and complete diverse assignments on a timely basis, in a fast paced work environment.
  • Superior verbal and written communication skills.
  • Professional demeanor and presentation.
  • Ability to handle confidential information and deal with sensitive issues in a discreet and ethical manner.
  • Demonstrated commitment to providing superior client service.
  • Strong technical skills in Microsoft Office.

Physical Requirements:

  • Must have minimal physical mobility. Position may occasionally require standing, walking, reaching, and lifting up to 15 pounds.
  • Must have the ability to operate equipment such as a computer and copy machine.
  • Must have the ability to communicate clearly and to read and follow detailed instructions.
  • Must have the ability to prepare assorted documents and other related materials.
  • Must have the ability to work in stressful conditions under time deadlines.

To apply, please click here.