Legal Secretary

Cooley • San Francisco, CA

19d • $36 - $51

About The Position

Legal Secretary Cooley is seeking a Legal Secretary to join the San Francisco Business team. Position summary: The Business Legal 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 all assigned timekeepers Open and sort mail for assigned timekeepers Enter Time Entry daily for assigned timekeepers in IntApp and 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 needed 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 submit expense reports, check requests, travel reimbursements, health club reimbursement 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/matter lists Maintain attorney calendar, including scheduling and coordinating meetings Coordinate internal procedures and compile backup materials for attorney preparation of audit letter responses Reconcile telephone charge reports for office and cellular phones Other duties as assigned or required

Requirements

• 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
• 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

Nice To Haves

• Previous business/corporate secretarial experience
• College degree or business college certificate

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 all assigned timekeepers
• Open and sort mail for assigned timekeepers
• Enter Time Entry daily for assigned timekeepers in IntApp and 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 needed
• 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 submit expense reports, check requests, travel reimbursements, health club reimbursement 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/matter lists
• Maintain attorney calendar, including scheduling and coordinating meetings
• Coordinate internal procedures and compile backup materials for attorney preparation of audit letter responses
• Reconcile telephone charge reports for office and cellular phones
• Other duties as assigned or required

Benefits

• 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 37.5 hours per week is $36.00 - $51.00 ($70,200.00 - $99,450.00 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 1,001-5,000 employees