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

Position summary: The Litigation secretary will provide complex and specialized secretarial and clerical support to assigned attorneys and paralegals. Specific duties and responsibilities include, but are not limited to, the following:

Position responsibilities:

Prepare documents to support timekeepers which may include transcribing from dictation, drafts, handwritten notes or oral instruction, redlining and proofreading end product
Handle all incoming telephone calls and placement of outgoing calls in a professional manner
Maintain good client relationships for attorneys
Review, date stamp, docket and route incoming correspondence and pleadings
Enter time using Intapp on a daily basis. Maintain appropriate records
Create and maintain files, including chronological files and indexes not stored in the Information Governance department
Keep all files up-to-date and organized. Ensure materials are forwarded to the Information Governance department, as necessary
Complete all document processing and correspondence assignments accurately and within timekeepers’ stated timeframes
Assist other secretaries and timekeepers, as needed
Prepare New Business Forms for new and existing clients, conflict sheets and engagement letters
Prepare and process expense reports, check requests, travel reimbursements, health club reimbursement Forms, etc. in accordance with accounting guidelines
Prepare and arrange Messenger Service, Copy Center and facsimile requests, as needed
Copy documents that are not appropriate to send to the Copy Center
Consistently use the CRM tool to support business development in the firm, including taking ownership of contact information for attorney’s contacts and updating, maintaining, and resolving conflicts within the CRM tool
Make all necessary travel arrangements, adhering to the firm’s Travel Policy
Review and handle prebills
Maintain current secretarial backup instructions, and client/matters lists
Maintain attorney/paralegal calendar, including scheduling and coordinating meetings
Coordinate internal procedures and compile backup materials for attorney/paralegal preparation of audit letter responses
Reconcile telephone charge reports for office and cellular phones.
Type a variety of litigation pleadings and discovery documents; arrange for filing and service of documents; electronically file and serve court documents as required by state, Federal, and local rules
Maintain docket for various pleadings prepared and/or received
Perform legal research if requested
All other duties as assigned or required.

Skills and experience:

Required:

After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications
Available to work overtime, as required
Fast and accurate typing
Keep abreast of court rules and procedures and understand legal terminology

Preferred:

Previous litigation secretarial experience.
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 attorney/paralegal 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 35 hours per week is $34.00 - $49.00 ($61,880.00 - $89,180.00 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.

Cooley LLP

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Legal Secretary - Litigation