Job Description

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