Choate, Hall & Stewart LLP

Choate is seeking a highly motivated and detail-orientated Governance, Risk, and Compliance (GRC) Analyst to join the Information Security team. The GRC Analyst will be responsible for supporting the development, implementation, and maintenance of the firm’s governance, risk management, and compliance program. The ideal candidate will have a strong understanding of regulatory requirements, risk management frameworks, and information security. They will have experience performing third-party risk assessments and will be familiar with the ISO 27001 certification. Job Functions: Assist with continued development and enhancements to the firm’s governance, risk management and compliance program. Support the firm’s client’s by responding to information security assessments. Perform information security risk assessments on the firm’s third-party vendors and suppliers. Collaborate with the Information Security Director and other stakeholders to improve security procedures, training, IT processes, and the security of existing systems. Review and update the firm’s information security policies. Track and schedule activities related to certifying the firm’s Information Security Management System’s ISO27001 certification. Coordinate with other IT teams and other departments to perform risk assessments and track risk mitigation and remediation. Effectively communicates with stakeholders at all levels of the organization. Analyzes and reports on risk trends and metrics. Analyze client and stakeholder requirements in support of Business Continuity planning efforts. Support development of Business Continuity and Disaster Recovery plans and related documents in accordance with recognized standards and best practices. Ideal Qualifications: Bachelor’s degree or equivalent experience in Information Systems Security or related field. 3+ years of relevant experience working in a related role. Certifications in relevant areas. Strong writing / documentation skills. Highly organized. Strong communication skills. Self-starter with the ability to work independently, while having good judgment as to when consultation is required. Ability to work on multiple projects and perform well under deadlines. Enthusiastic, flexible, willing to pitch in where needed. Strong drive to learn and grow in the cyber security field.  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 provide analytical support to Choate Hall & Stewart’s Wealth Management Department and Choate Investment Advisors. Cash and asset requests will be reviewed, entered into custodial accounting systems with proper coding, taxation and description and sent for approval.  Job Functions: Process ad-hoc cash requests including checks, wires, ACH payments, transfers and receipts. This involves managing assigned request inboxes, reviewing the request to ensure all necessary information is included and is accurate and entering the request into the appropriate custodial accounting system. Responsible for identifying, setup and maintenance of all recurring cash items including, but not limited to, bill payments. Create and maintain individual client payment schedules and reconcile payment process daily. Work with trust advisors and electronic file specialists to identify potential late payments and receipts. Reconcile cash balances - involves reviewing exception reports provided by custodian bank and researching discrepancies. All discrepancies must be addressed same day and resolved within 2 business days. Assist asset team with asset setup and classification, processing internal account transfers and stock gifting. Assist Private Investment Team in processing capital calls and distributions. Maintain account and client data on accounting system. This includes statement setup, client portal setup, address changes, account/client personnel and investment details. Essential Competencies: Works proactively with others to support efforts within a department or function of the Firm. Strong Excel skills. 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. Concentration in Accounting, Finance, or Business Administration preferred. 3-5 years of progressive experience within Trust Operations required. Will consider internship experience within Wealth Management. Knowledge of Trust Operation procedures and the processing of individual account transactions. Excellent client interaction skills. Must be a team player and be able to consistently meet deadlines.

Reporting to the Managing Director of Human Resources, the Manager of Human Resources and Support Services will be responsible for providing comprehensive and proactive HR management support for the Firm. This individual will have direct management responsibility for all aspects of the Firm’s support services, including allocation, utilization and overall performance of the Firm’s legal assistants, paralegals, and centralized support services staff. This individual may also serve as an HR Business Partner to assigned departments. They will also have day-to-day operational responsibility for a broad spectrum of HR functions including employee relations, training and development, recruitment, and HR process. Specific responsibilities: Job Functions: • Manage and direct all aspects of the Firm’s legal assistants, paralegals and centralized support services staff. • Analyze and recommend appropriate staffing models to ensure the highest level of service to the Firm in the most cost effective and efficient manner possible. • Oversee and partner with the Legal Assistant Leads thus ensuring an even distribution of workflow. • Provide employee relations counsel to management and employees. Facilitate problem resolution, offer performance improvement counsel and implementation of performance improvement plans. • Identify new opportunities where HR can add value to the Firm. • Assist the Managing Director of HR in aligning HR strategy with business strategy for Firm. • Manage and conduct the annual performance evaluation process for all support services staff. • Recommend changes to staff compensation based on performance levels and sound market data. • Plan, implement and administer an effective staffing and recruiting program. Counsel management on candidate selection. • Prepare and analyze headcount and overtime reports. • Analyze training needs for all business professional staff. Develop and implement training plans to meet Firm needs. • Analyze HR operations and recommend improvements in systems and process. • Update and maintain employee guidelines to reflect changing Firm policies and applicable employment laws. • Ensure legal compliance by monitoring and implementing applicable Human Resources federal and state requirements. • File, audit, maintain and retain records in accordance with federal and state regulatory requirements, including, EEO and OSHA reporting and record keeping. • Participate in special projects on an as needed basis. Essential Management Competencies: • Uses leadership skills to establish effective working relationships, encourage teamwork, and build consensus in order to meet or exceed project standards and Firm objectives. • Maintains active lines of communication within and between departments to share knowledge and support collaborative efforts, organizational change, and goal achievement. • Maintains current knowledge of trends and developments affecting the project and utilizes innovative thinking, creativity, and sound decision-making to ensure the highest level of achievement, productivity, and work satisfaction. • Manages change occurring within the department and collaborates with other members of management to ensure organizational change is effective, efficient, and aligned with the Firm’s strategic goals. Qualifications: • Bachelor’s Degree required. • SHRM or HRCI certification preferred. • 6-8 years Human Resource Generalist experience, with a minimum of 5 years at the management level. Prior management of support staff personnel required. • Experience with HRIS, ATS, and Performance Management Systems. • Working knowledge of compensation, training and performance management preferred. • Strong knowledge of legal issues in the workplace. • Proven ability to partner with departmental managers/supervisors and senior management. • Demonstrated ability to organize work and set priorities to meet deadlines while working independently. • Superior verbal and written communication, analytical, and problem-solving skills. • Professional demeanor and presentation consistent with a professional office environment. • Demonstrated commitment to confidentiality and the ability to handle sensitive information discreetly. Physical Requirements: • Must have moderate physical mobility and 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 work in stressful conditions under time deadlines.

Performs a broad range of administrative support for several attorneys in the Litigation department with a focus in Intellectual Property. Assists attorney(s) with duties including but not limited to, maintenance of marketing contacts, document production, electronic filing, written correspondence,  and data entry. Provides extensive calendar management and travel support for assigned attorneys and may consistently interact with clients via the phone and in person. Organizes and maintains all files relating to practice and administrative matters in accordance to attorney preferences. Job Functions:  Maintains attorney(s) calendar and contact lists as Arranges all aspects of both internal and external client meetings and conferences. Stays apprised of calendars and actively communicates changes or reminders as needed. Assumes expertise of Firm calendar management software. Provides general secretarial support to assigned attorney(s), which may include typing and drafting documents, liaising with marketing/client accounting departments, answering phones, scheduling appointments, calendar management, expense processing, and opening and distributing Deals with sensitive, confidential information and ensures that day to day support for team runs smoothly and effectively. Prepares legal documents, correspondence, memos, letters, reports and power point presentations. Assists with drafting and preparing documents and mailings. Establishes and maintains files and enters data into a case management Assists in preparing written and oral presentations. Organizes, summarizes and indexes documents. Sends and retrieves documents from Record Center as needed and follows work flow procedures as it relates to opening/closing matters and generating engagement/disengagement letters. Submits attorney time via the 3E billing system. Reviews, revises, and disseminates monthly client billing statements; serves as liaison between billing department and direct report attorneys (primarily, one equity partner) re: all billing matters. Deals with routine inquires for both internal and external contacts; refers calls to other contacts as needed and transcribes voicemail Utilizes strong communication skills, both written and verbal, to ensure information is obtained and relayed in a professional manner. Maintains a courteous and service driven demeanor at all times. High emotional intelligence required. Coordinates all business related travel arrangements for direct report Maintains familiarity with legal terminology, state and federal court filing rules, basic legal procedure and law firm document Has knowledge of legal document formats such as contracts, agreements, briefs, summonses, complaints, and motions. Ensures a high level of service when interacting with clients, opposing counsel and other related internal and external Maintains discretion and sound judgment when interacting with others both external and internal to the Firm. Assumes a helpful, proactive and professional manner at all times when dealing with both internal and external clients. Supports and cultivates service standards as expected by the Firm. Operates standard office equipment such as computers, photocopiers, calculators, and uses required software applications to effectively perform job Records, edits, and submits timesheets through Carpe Diem software to the time and billing system. Willingness to learn intellectual property terminology and intellectual property-specific tasks to assist practice group members on an ongoing basis. Supports team work not only within the practice area but also in the Firm as a Assists others with questions, projects and basic task work consistently. Takes the initiative to orient new employees, secretaries and associates regarding Firm processes and procedures. Takes initiative  to  build  on  existing  skills  through  both  self-directed  development  as  well  as  Firm sponsored training Shows willingness to share knowledge or specialty with others in the Firm. Performs other duties and responsibilities as needed. 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: Minimum High School Diploma, college degree preferred.  5 years of legal assistant experience (preferably) supporting litigators in the Intellectual Property Practice. Excellent computer skills and proficiency with word processing, spreadsheet, Internet, presentation and time and billing Professional experience with, PACER, 3E, Outlook, MSWord (specifically in Power Point). Demonstrated ability to balance customer service while delivering high results and productivity.  Effective oral and writing communication skills with strong knowledge of grammar, spelling, punctuation and legal terminology.  Demonstrated flexibility and the ability to handle complex, multiple tasks for several individuals with different work styles. Openness to change pace quickly while maintaining strong organization and attention to detail. Team player and the willingness to support others and take on additional responsibilities as needed. Ability to lift boxes and move files as needed. Physical Requirements: Must have minimal physical Position requires standing, walking, reaching, and lifting files and other office related documents or materials of up to 15 pounds. Must have the ability to operate equipment such as a computer and copy machines. 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 tasks. Must have the ability to work in stressful conditions under time deadlines.

In a fast-paced team setting, the Senior IP Billing Coordinator is responsible for a wide range of billing activities, including preparing and distributing invoices, communicating billing issues to various levels of the organization and working with the Firm’s clients, partners and personnel to address billing related issues. This individual is expected to deliver high quality work product and excellent service to both internal and external clients. In addition, the Senior IP Billing Coordinator also supports several Billing Manager functions, on an as needed basis. This includes reviewing inventory reports, auditing final invoices and making suggestions on how to improve processes and policies. Job Functions: Provide a high level of service to the Firm’s clients, partners and personnel to ensure the accuracy and timeliness of invoices. Develop a strong rapport with the Firm’s partners and assistants. Initiate periodic follow up meetings with them to ensure that billing needs are being met and invoices are processed and sent in a timely manner. Follow-up items may span multiple months. Must be able to schedule reminders and monitor incomplete items. Research and respond to billing related issues and inquiries, including the preparation of status reports as requested. Must be comfortable querying systems including, but not limited to, CPi, Elite and the USPTO site. Utilize Elite to generate, distribute and edit proformas. Editing includes transfers, write-offs and adjustments to time entries resulting in final invoices which are sent to the client. Prior to distribution, IP billing also requires a pre-review of the proformas to flag for completed tasks, budgets, and other various edits. Review own work and that of others, as part of the department’s quality review process. Prepare billing related reports to ensure that client accounts are being billed as agreed upon in the terms of the engagement letter. This may include monitoring alternative rate billing schedules, tracking budgets and preparing customized client-side reports and invoices. Assist in month and year-end close activities working with other departments and management. Mentor and train new billing coordinators on procedures and departmental computer applications. Work with the Patent Team to train timekeepers on time entry and billing. Follow up with timekeepers who are not in compliance. Keep Billing Manager informed about compliance, issues and potential risks. Assist the Billing Manager with reviewing inventory reports. This includes reaching out to attorneys regarding aging WIP and following up with attorneys responsible for reviewing other Billing Attorney’s invoices.  Work overtime as needed, or when requested to do so with advance notice. Essential Competencies: Works proactively with others to coordinate activities within a department or function of the Firm. Organizes, prioritizes assignments, and serves as a department liaison to ensure collaborative efforts result in meeting or exceeding goals and standards. Motivates others to attain their highest levels of achievement, productivity, and work satisfaction. Maintains current knowledge of trends and developments affecting the area of specialization. Encourages innovative thinking and the exercise of sound judgment to achieve results. Qualifications: Bachelor’s degree preferred. A minimum of 5 years legal billing experience preferred, with a minimum of 2 years IP billing required. Proficiency in Elite required. Experience with CPi required. Noted ability to maintain departmental and team standards in a deadline driven environment. Strong overall technical aptitude including knowledge all MS Office applications. Ability to work independently while at the same time working as a team member in the department. Ability to keep a level-head during stressful situations, including receiving time sensitive requests with short notice. Strong client service skills.  Must be able to manage many different personalities. Strong attention to detail with a demonstrated ability to establish priorities and complete diverse assignments on a timely basis. Superior verbal and written communication skills and the ability to interact with all levels of personnel in a professional and courteous manner. Must have a strong work ethic and the willingness to work additional hours as 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.