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

Talent Development Assistant

Job Summary:

The Talent Development Assistant is an important member of the Legal Recruiting and Professional Development Department. The individual will provide programmatic support and perform administrative tasks to help attract and retain top talent.  The role requires a highly organized, detail-oriented individual with good project management skills, strong client service orientation, and excellent written and verbal communications skills. 

Job Functions:

    • Manages logistics for all training programs and professional development and recruiting related meetings including reserving conference rooms, sending invitations, monitoring attendance, and liaising with other departments as needed, e.g., IT, office services, dining, etc. Routinely interacts with attorneys and other staff throughout the Firm.
    • Member of recruiting event planning team, liaising with attorneys, law schools, and vendors as appropriate. Periodically attends events.
    • Processes candidate applications and manages recruiting systems (Lawcruit) and other tracking tools used by the team. Assists with scheduling interviews.
    • Provides support for the annual associate and summer associate review processes. Helps configure the databases, collect feedback, and compile and distribute materials.
    • Conducts analysis and produces/updates presentations using Microsoft Office tools (Word, Excel, Powerpoint) in support of various team initiatives.
    • Processes payment for vendor invoices, candidate reimbursements, and Bar memberships and associations.
    • Available to help other team members with special projects that may arise.
    • Additional responsibilities as assigned.

 

 

 

Qualifications:

 

    • Bachelor's Degree preferred.
    • 1-3 years of experience in legal recruiting, professional development, or administrative experience in a law firm, law school, or professional services environment.
    • Strong computer skills, including proficiency in Microsoft Excel, Outlook, PowerPoint, and Word. Knowledge of LawCruit, viEval, and Epicor or other HRIS system helpful.
    • Professional presence.
    • Must be proactive and motivated to learn, and possess strong analytical and problem-solving skills.
    • Excellent attention to detail and strong organizational and time management skills.

 

    • Strong interpersonal, oral and written communication skills.
    • Flexibility to work overtime when needed.

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.

Probate and Estate Analyst

Job Summary:

Under the direction of the Estate Administration Manager and the responsible attorney, the analyst will be responsible for the handling of all routine probate court filings. The responsibilities for this position include, but are not limited to:

Job Functions:

  • Prepares all routine probate court filings, including petitions for appointment of Personal Representatives, conservators or guardians and petitions for appointment of successor trustees where trusts are subject to court supervision.
  • Prepares Inventory, accounts and all related court filings for estates and prepares conservator’s and guardian’s financial plans and accountings.
  • Responsible for securing allowance of accounts on testamentary trusts administered both at the firm and by external fiduciaries and appointment of testamentary trustees.
  • Maintains a probate court docket for each estate and testamentary trust administered by the firm, together with an effective tickler system for insuring that accounts are allowed by the court on a regular basis.
  • Coordinates with Estate Administrators assigned to each estate on the appointment of Personal Representative and the status of all court filings related to the estate.
  • Assist with preparation and recording real estate documents where transfers of real property occur through an estate.
  • May assist with preparation and court filings for other routine documents as directed by Estate Administration Manager or other attorneys.
  • May assist with administration of smaller estates as directed by Estate Administration Manager.
  • Where direct contact with clients is required as part of an assignment, establishes and maintains an effective working relationship with the clients and related advisors and other professionals to obtain and provide information and respond to any concerns or questions.
  • Reports to the Estate Administration Manager and other as attorneys as may be appropriate the status and issues relating to the administration of assigned estates and probate matters.

Qualifications:

  • Three + years of probate experience.
  • Exceptional written, oral, and interpersonal communication skills.
  • Proven ability to think quickly in a fast-paced environment. Strong organizational, problem solving and analytical skills.
  • Ability to work in a multi-task environment with minimal supervision.
  • Proficient use of various software packages, including Excel, Word, Outlook, and PowerPoint. Knowledge of SE2 Trust Accounting System or similar, TrustEase, CCH ProSystem FX, Zane Software, CCH ViewPlan, ZCalc, or similar systems beneficial.

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.

Operations Specialist

Job Summary:

To provide bookkeeping support to all Wealth Management and Family Office Services clients. 

Responsibilities:

    • Receiving and sorting incoming payments with attention to detail.
    • Managing the status of recurring payments, account balances and identifying potential shortfalls for our large family office clients.
    • Create and maintain individual client payment schedules and reconcile payment process daily.
    • Responsible for setup and maintenance of all cash items including: wires, checks and ACH payments.
    • Oversee bill payment process including check printing and mailing.
    • Frequently meet with family office team to provide updates workflow, outstanding items, potential issues and cash needs.
    • Assist with client reporting needs.
    • Assist other team members on cash processing items as needed.

Essential Competencies:

    • Proven experience as a billing specialist.
    • Works proactively with others to support efforts within a department or function of the Firm.
    • Maintains current knowledge of trends and developments affecting the area of specialization.
    • Uses innovative thinking and exercises sound judgment to achieve results.

Qualifications:

    • 3-5 years of progressive experience within Trust Operations or family office required.
    • Superior knowledge of Trust Operation/family office procedures and the processing of individual account transactions.
    • Excellent client interaction skills.
    • Must be a team player and be able to consistently meet deadlines.

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 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.

Senior Systems Engineer

Job Summary:

The Senior Systems Engineer 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 Senior Systems Engineer 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.

Operations Supervisor

Job Summary:

The Operations Supervisor position is responsible for overseeing the Operations team to provide daily guidance and support to team members. Work closely with the Sr. Operations & Reporting Manager to ensure department is functioning as efficiently as possible. In addition the Operations Supervisor is responsible for the account opening process including administration in trust accounting system, funding trust accounts, and maintenance of all accounts within trust related systems.

Job Functions:

  • Supervise Trust Operations team, providing advice, troubleshooting issues and ensuring department decorum is met at all times.
  • Assumes departmental supervision in the absence of the Operations Senior Manager.
  • Work with team members to improve correspondence with other members of WMG.
  • Work with Operations Senior Manager to review workflow and procedures. Meet with other members of WMG team for feedback and suggestions and train team members on new implementation
  • Oversee account opening process
  • Meet with Trustees, Trust Advisor and portfolio managers to gather details of the account and review documentation. Prepare account opening paperwork based on client specifications
  • Facilitate all account paperwork approvals with appropriate management in Tax, Trust Ops and Legal
  • Review trust documentation, assign proper system coding and enter account information into trust accounting system
  • Work with custodian to oversee asset and cash movement for all new accounts.
  • Reconcile account when fully funded and notify team.
  • Apply fee schedules per the Trustee or Trust Advisor.
  • Maintain accounts per Trust Advisor requests such as address changes, investment updates and fee changes.
  • Provide management with new business and fee projection reports.
  • Act as backup for operations and reporting services team.

Essential Competencies:

  • Proactively work with others to support efforts within Family Office Services, Operations and Reporting Services and 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:

  • Financial, accounting, or legal background including a related degree required.
  • Strong understanding of trust accounting, income taxes and investments.
  • Minimum of 5-7 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. 

Client Service Team Assistant

Job Summary:

Under general supervision, the 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. 

Citation Specialist

Job Summary:

Under general supervision, the Citation 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.