Legal Secretary

Legal Secretary

Cooley is seeking a Legal Secretary to join the Litigation team.

Position Summary: The Litigation secretary will provide complex and specialized secretarial and administrative support to attorneys and other timekeepers. Specific duties and responsibilities include, but are not limited to the following:

Position responsibilities:

• Complete all document processing and correspondence assignments accurately and within timekeepers’ stated timeframes
• Manage, organize, and maintain all documents and pleadings up to date in iManage and a shared M drive.
• Maintain attorney/paralegal calendar, including scheduling and coordinating meetings and inputting all court related deadlines to team members
• Communicate with docket department for all litigation related deadlines
• Redline documents using Litera program
• Draft pleading and discovery documents to support timekeepers and case team which may include creating a master caption; drafting a shell notice; shell declaration; shell proposed order, and proof of service
• Arrange for court filings and service of documents; electronically file and serve documents required by state, Federal and local rules
• Arrange and coordinate with a vendor for Service of Process of new complaints and subpoenas
• Arrange and coordinate with a vendor to provide courtesy and/or chambers copies after a filing
• Handle Attorney Admissions to Various Courts (California, Washington State, NY, etc.)
• Coordinate and request court reporters and videographers for depositions and court hearings
• Assist with deposition exhibits preparation 
• Assist, draft, and coordinate service of subpoenas
• Proofread documents
• Conduct basic legal research
• Assist with documents to DocuSign
• Handle all incoming telephone calls and placement of outgoing calls in a professional manner
• Maintain good client relationships for attorneys
• Enter time using Intapp daily
• Assist other team timekeepers, as needed
• Prepare New Business Forms for new and existing clients, conflict sheets and draft engagement and waiver letters
• Prepare and process invoices, expense reports, check requests, travel reimbursements, cell phone reimbursements and health club reimbursement forms, etc. in accordance with accounting guidelines
• Assist with requesting conference rooms for various client meetings and depositions
• Copy documents that are not appropriate to send to the Copy Center
• Make travel arrangements, adhering to the firm’s Travel Policy
• Review, distribute and process prebills
• Coordinate internal procedures and compile backup materials for attorney/paralegal preparation of audit letter responses
• All other duties as assigned or required

Skills and experience:

Required:

• 5+ years of experience
• After orientation at Cooley, exhibit proficiency in iManage and other firm applications
• Available to work overtime, as required
• Proficiency in Microsoft Office Suite
• Keep abreast of court rules and procedures and understand legal terminology
• Previous litigation secretarial experience

Preferred:

• Bachelor’s degree

Competencies:

• Ability to work independently and as part of a team in a fast-paced environment for multiple supervisors, meet deadlines and maintain flexibility with work assignments (including changes in timekeeper assignments) and work schedule
• Ability to organize and prioritize work assignments, as well as delegate tasks to service departments when necessary
• Demonstrate initiative, diplomacy, and tact
• Possess excellent written, communication and proofreading skills with attention to detail
• Ability to function in a professional and polite manner when dealing with clients, co-workers, court personnel and others
• Reliable, committed, and punctual

Cooley offers a competitive compensation and excellent benefits package and is committed to fair and equitable employment practices.

EOE.

The expected hourly pay range for this position with a work schedule of 40 hours per week is $43.00 - $52.00 ($89,440.00 - $108,160.00 annually). Please note that final offer amount will be dependent on geographic location, applicable experience and skillset of the candidate.

We offer a full range of elective benefits including medical, health savings account (with applicable medical plan), dental, vision, health and/or dependent care flexible spending accounts, pre-tax commuter benefits, life insurance, AD&D, long-term care coverage, backup care for children and/or adults and other parental support benefits. In addition to elective benef