Litigation Secretary

Cooley LLP is seeking a Litigation Secretary in their San Diego office. The Litigation Secretary will provide complex and specialized secretarial and administrative support to attorneys and other timekeepers, managing document processing, calendar maintenance, and coordination of court-related activities. 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 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 IP litigation experience Benefits 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 Other parental support benefits Firm-paid life insurance AD&D LTD Short term medical benefits 20 days of Paid Time Off (“PTO”) 10 paid holidays each year Generous parental leave Fertility benefits Company Overview Clients partner with Cooley on transformative deals, complex IP and regulatory matters, and high-stakes litigation. It was founded in 1920, and is headquartered in Palo Alto, California, USA, with a workforce of 1001-5000 employees. Its website is Company H1B Sponsorship Cooley LLP has a track record of offering H1B sponsorships, with 28 in 2025, 10 in 2024, 15 in 2023, 18 in 2022, 22 in 2021, 14 in 2020. Please note that this does not guarantee sponsorship for this specific role.