Legal Secretary

Cooley is seeking a Legal Secretary to join the Labor & Employment 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:

• 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:

• College degree or business college certificate

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
• Must 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 $32.00 - $47.00 ($66,560.00 - $97,760.00 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 benefit options, benefited employees receive firm-paid life insurance, AD&D, LTD, short term medical benefits as well as 20 days of Paid Time Off ("PTO") and 10 paid holidays each year. We provide generous parental leave and fertility benefits. New employees will attend a detailed benefit orientation to learn more about our many benefits and resources.