Cooley Llp - New York, NY
posted 4 months ago
Cooley is seeking a Legal Secretary to join the Litigation team. The Litigation secretary will provide complex and specialized secretarial and clerical support to assigned attorneys and paralegals. This role is crucial in ensuring that the legal team operates efficiently and effectively, allowing attorneys to focus on their legal work while the secretary manages the administrative tasks. The position requires a high level of organization, attention to detail, and the ability to handle multiple tasks simultaneously in a fast-paced environment. Specific duties and responsibilities include preparing documents to support timekeepers, which may involve transcribing from dictation, drafts, handwritten notes, or oral instructions. The secretary will also be responsible for redlining and proofreading the end product to ensure accuracy and compliance with legal standards. Handling all incoming telephone calls and placing outgoing calls in a professional manner is essential, as is maintaining good client relationships for attorneys. The secretary will review, date stamp, docket, and route incoming correspondence and pleadings, ensuring that all documents are processed in a timely manner. Additionally, the role involves entering time using Intapp on a daily basis, maintaining appropriate records, and creating and maintaining files, including chronological files and indexes not stored in the Information Governance department. Keeping all files up-to-date and organized is critical, as is ensuring that materials are forwarded to the Information Governance department as necessary. The secretary will complete all document processing and correspondence assignments accurately and within the timekeepers' stated timeframes, assist other secretaries and timekeepers as needed, and prepare New Business Forms for new and existing clients, conflict sheets, and engagement letters. The position also requires preparing and processing expense reports, check requests, travel reimbursements, and health club reimbursement forms in accordance with accounting guidelines. The secretary will prepare and arrange Messenger Service, Copy Center, and facsimile requests as needed, copy documents that are not appropriate to send to the Copy Center, and consistently use the CRM tool to support business development in the firm. Making all necessary travel arrangements while adhering to the firm's Travel Policy is also part of the job. The secretary will review and handle prebills, maintain current secretarial backup instructions, and manage attorney/paralegal calendars, including scheduling and coordinating meetings. Other responsibilities include coordinating internal procedures, compiling backup materials for attorney/paralegal preparation of audit letter responses, reconciling telephone charge reports, typing a variety of litigation pleadings and discovery documents, arranging for filing and service of documents, and performing legal research if requested. All other duties as assigned or required will also be part of the role.