Executive Assistant (Trademark/IP)

POSITION: Executive Assistant - Trademark/IP

BENEFITS: Base salary up to $120K (depending on experience), Competitive Paid Time Off Package, Paid Overtime, Bonus, 401K, Medical Dental & Vision Coverage, Life and AD&D Insurance, Retirement Plans, Flexible Spending Accounts, Transit Program and more! Noted as a top employer to work for!

LOCATION: Silicon Valley, CA (Hybrid - 3 Days Onsite)

THE ORGANIZATION: International & World Renowned Law Firm

SUMMARY: An Elite Law Firm is looking for an IP Executive Assistant with the confidence and technical skill set to support a fast-paced IP/Trademark Partner & Associate desk. Someone who has a willingness to work hard as a member of their team and desire to take their career to the next level!

KEY RESPONSIBILITIES:

• Assist with needs related to case work
• Provide high-quality secretarial assistance to Partners and the team of IP Litigation Associates
• Communicate regularly with service departments, attorneys, and clients at offices across the world
• Act as gatekeeper and liaison, tracking all requests, calls, emails, and outstanding matters
• Perform calendar management for all assigned attorneys; schedule meetings, conference calls, appointments, depositions, due dates, court appearances, etc.; e-file documents in a timely fashion
• Create, edit and proofread correspondence and legal documents for content, grammar, spelling and formatting
• Perform electronic filing of court documents (Foreign, US filing)
• Assist with word processing of documents, including but not limited to developing a table of contents/table of authorities and applying firm styles/formatting
• Manage billing and timekeeping; track and input attorney time and data, review invoices and statements, and collaborate with the billing/accounting department regarding processing and payments
• Review proformas for billings received from Accounting Department; assisting with clerical procedures in connection with the billings
• Track and maintain litigation/case deadlines; maintain and update accurate client and counsel contact information; oversee document filing system, maintain case calendar in Firm’s docketing system
• Communicate effectively with word processing and proofreading personnel to ensure IP Litigation documents are filed in a timely manner
• Handle sensitive and confidential matters appropriately
• Organize travel and track expenses for reimbursement

REQUIREMENTS:

• High school diploma required
• College degree preferred
• IP, Trademark, Patent, etc. experience is preferred
• 5 years in a legal secretarial/assistant experience
• Excellent written and oral communication skills
• Ability to remain calm and function under pressure in a constantly changing environment
• Ability to communicate effectively, dispassionately and diplomatically
• Must have advanced proficiency working in MS Word (formatting documents utilizing Styles), PowerPoint and Excel
• Excellent attendance, punctual and flexible to work overtime
• Ability to collaborate smoothly with many other people and departments
• Detail-oriented with strong day-to-day organizational skills
• Ability to be proactive, organize/prioritize work and perform multiple tasks simultaneously