Office, Administrative, Customer Service, Human Resources, and Manufacturing/Production
We are seeking a Legal Secretary to join the IP 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:
* 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
To apply please email your resume to nkaufman@ultimatestaffing.com