Litigation Secretary

Cooley-posted 24 days ago
$36 - $51/Yr
Full-time • Mid Level
San Francisco, CA
1,001-5,000 employees
Professional, Scientific, and Technical Services
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Cooley is seeking a Litigation Secretary in our San Francisco office. 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:

  • 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
  • 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
  • Bachelor's degree
  • 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.
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