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.

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. 

IP Client Service Team Billing Specialist

Job Summary:

Under general supervision, the IP Client Service Team Billing Specialist will serve as a liaison between the IP Department and Financial Services providing billing assistance for a busy IP practice. This individual will work closely with the Senior IP Billing Coordinator and with IP billing partners to review and edit monthly proformas, and effectively communicate changes to the Billing Team. The individual will also be responsible for tracking IP-specific filings and tasks across months to ensure budgets are adhered to as necessary.

Job Functions:

  • Work with the Billing Team to collate and distribute monthly proformas
  • Communicate with assigned billing attorneys, secretaries and clients regarding billing inquiries and protocols; Attend monthly meetings with partners regarding billing issues
  • Regularly update and maintain client/matter records including addresses, billing instructions, billing templates and timecard formats; change billing frequency
  • Prepare, modify and finalize invoices in the format outlined by the client or billing attorney
  • Set up multi-payers and fixed fee matters
  • Submit invoices electronically to their respective websites; verify compliance and acceptance of e-bills
  • Submit budgets, accruals, timekeepers
  • Assist with special billing projects, by reviewing, editing, and submitting bills to client billing team.
  • Work with the Collections Team to manage invoice payments/expenses/reimbursements

Essential Competences:

  • 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.

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. 

Manager of Law School Recruiting

Job Summary:

The Manager of Law School Recruiting plays a critical role within the firm. The goal of this individual will be to manage a first-rate hiring program that attracts the highest caliber of law school talent.

Reporting to the Chief of Legal Recruiting and Talent Development, the Manager of Law School Recruiting will manage the firm’s on-campus hiring program. This individual will manage recruiting initiatives that help to identify and attract candidates that possess both the competencies and attributes needed to be successful at all levels within the firm. They will also develop and lead the execution of Choate’s Summer Program with the support of the Chief of Legal Recruiting and Talent Development and the Hiring Partners.

Job Functions:

  • Manage the firm’s on-campus hiring program including OCI and in-office callback events.
  • Develop and lead a first-rate and comprehensive summer associate program.
  • Supervise the execution of targeted outreach, including on-campus events, and communications strategies.
  • Develop and maintain strong working relationships with law school career office contacts.
  • Analyze a wide range of recruiting statistics.
  • Manage strategic recruitment initiatives that enhance the firm’s ability to attract diverse lawyers and other legal professionals.
  • Create processes and systems that promote a high level of organization and administrative efficiency within the department.
  • Contribute to the preparation of the legal recruiting budget, as well as monitor and report on expense variances throughout the year.
  • Work collaboratively as a member of the recruiting leadership team with other departments within the Firm including marketing, IT, office services, etc.

Qualifications:

  • Bachelor’s Degree required.
  • 4-5 years (minimum) relevant experience, during which he or she functioned as a core member of a legal recruiting team in a large firm or held a senior role in a law school career office.
  • Must possess the attributes necessary to represent the firm externally at law schools and other organizations within the legal community.
  • Must be able to build positive relationships with law schools and law students.
  • Excellent attention to detail and strong organizational skills.
  • Must act with the highest level of discretion.
  • Client focused and quality oriented.
  • Strong analytical and problem-solving skills.
  • Creative, proactive, motivated to learn new things, collaborative, and team oriented – with demonstrated initiative.
  • Energetic, hands-on, flexible, and adaptable.
  • Outstanding oral and written communication skills.
  • Strong computer skills, including proficiency in Microsoft Excel, Word and PowerPoint.

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. 

Electronic File Specialist

Job Summary:

Under moderate supervision, the Electric File Specialist will take a hands on approach in the coordination of the electronic filing process. This position will also provide limited administrative support to the Wealth Management Department.

Job Functions:

  • Coordinate and provide hands on support with electronic and paper filing and will be asked to provide some administrative support for the Wealth Management Group as follows:
  • Coordinate the work flow process for the electronic filing and paper file process for department. Work closely with other department members to ensure established process is work flow effective. Provide ideas and suggestions on more effective way to do things and is driven to find solutions to existing and potential work flow processes.
  • Sort and classify material to be electronically filed in order to determine how the material should be coded and where it should be filed in the electronic filing system.
  • Ensure that all material going into the e-filing system is in accordance with departmental standards. Maintain attention to detail as it relates to the use of document naming conventions, creating folders and subfolders in electronic file workspaces. Take the lead to fix errors and audit own work to ensure consistency and quality of work product.
  • Scan, code/name and add materials to electronic files.
  • Find and retrieve information from client files (electronic and paper) in response to requests from attorneys and other staff members.
  • Responsible for the coordination of paper files for the department. Ensures files are maintained in an organized manner including opening and closing and the archiving of paper client files.
  • Coordinate the vaulting and scanning of original estate planning documents.
  • Prioritize the intake of work requests and takes initiative to include direct supervisor in determining task prioritization.
  • Perform other administrative duties, such as copying, faxing, emailing, on an as-needed basis.

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 preferred along with 3 or more years of E Filing and Records Management experience preferably in the Wealth Management and/or Legal area.
  • Strong attention to detail, follow through skills as well as the willingness to offer solutions to process and procedure problems.
  • Strong skills using Excel, Word and Outlook. Along with the ability to learn and become expert in new applications, including Mattercentricity, Joshua, pdfDocs, and Accuroute.
  • Excellent interpersonal and communication skills with the ability to interact with all levels of employees in the firm.
  • Must be a team player while at the same time being an individual contributor.
  • Must have the ability to meet deadlines and work in a deadline driven environment, as well as the ability to keep supervisors informed and invovled in work flow process.

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.