Litigation Legal Secretary

Litigation Legal Secretary

Location(s): New York, NY

Salary Range: $61,000 - $100,000

Schedule: 3 days/week Onsite

Client Size: 3,000

Client Description:

Our client is one of the world’s largest and most prestigious law firms with over 1,000 attorneys across 19 offices around the world. They partner with clients on transformative deals, complex IP, and regulatory matters, as well as high-stakes litigation. They foster innovation and advise disruptors in technology, life sciences, and high-growth industries. They also strive to create an inclusive and rewarding environment that allows their people to thrive both professionally and personally.

Position Description:

Our client is seeking a Litigation Legal Secretary with at least 5 years of experience to support a growing Litigation practice. This Legal Secretary will be a part of a team and will be personally responsible for supporting several partner attorneys in the New York office. This legal secretary should have significant experience handling administrative duties in a fast-paced, big law environment. These duties will include managing time, travel, expenses, calendars and billing, as well as creating and formatting briefs and various litigation documents. This individual should also have experience filing federal, state, and local court documents. This is a 3-day-in-office hybrid position on a 35-hour work week.

Responsibilities:

• 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 daily. 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 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
• 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.

Required Qualifications:

• 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 Qualifications:

• 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