Job Title: Executive Assistant - Patents & Innovations
Job Responsibilities:
1. Client and Matter Management:
- Facilitate onboarding of new clients and matters, ensuring completion of paperwork and engagement processes.
- Serve as a key contact point between partners, clients, attorneys, and staff, ensuring professional communication and confidentiality.
- Respond to client inquiries, resolve issues, and foster positive relationships.
- Generate client conflict checks, open new matters, and draft engagement letters.
- Initiate new business and conflicts searches in coordination with the conflicts department.
- Generate conflict waivers as required and facilitate legal confirmation requests and responses.
- Prepare Investment Request Memorandums.
- Monitor and maintain attorneys' calendars and email accounts for effective time management.
- Oversee client event coordination while utilizing office spaces.
- Perform related duties as assigned by the supervisor.
- Maintain compliance with all firm policies and procedures.
2. Scheduling and Meeting Management:
- Lead attorney calendar optimization for clear visibility and efficient management.
- Manage and maintain calendars, scheduling meetings and appointments.
- Resolve scheduling conflicts and advise stakeholders.
- Organize and coordinate meetings, including logistics and catering.
- Provide enhanced client attention during on-site meetings and events.
- Prepare partners for meetings, business travel, and weekly schedules.
3. Travel Coordination and Expense Management:
- Coordinate domestic and international travel, arranging flights, accommodations, and itineraries.
- Prepare and submit detailed expense reports, ensuring documentation and compliance.
- Monitor international travel expenses for appropriate currency conversion.
4. Document Management and Production:
- Prepare, edit, spell-check, redline, and proofread documents ensuring accuracy.
- Organize, maintain, and archive patent electronic files with confidentiality.
- Coordinate and manage document creation using approved templates.
- Ensure accurate collection of client signatures via DocuSign.
5. Timekeeping and Billing:
- Record, review, edit, and close time entries in compliance with firm standards.
- Lead monthly billing process with attorneys and finance team.
- Ensure consistency in narrative edits and hours billed.
- Process expense reimbursements and ensure timely entry of attorneys' time.
- Upload invoices and collaborate on client invoicing tasks.
- Participate in member A/R monthly meetings as applicable.
6. Event Planning and Business Development:
- Support attorney-specific business development goals using firm resources.
- Collaborate with the business development team to implement action plans.
- Plan and oversee summits, training sessions, conferences, and events.
- Assist in preparing client proposals and marketing materials.
- Generate attorney docket reports and provide accurate information.
7. Administrative, Operational, and Compliance Support:
- Draft and maintain attorney guidelines for consistency.
- Coordinate with office administrators for coverage assignments.
- Maintain or create NetDocs workspace for administrative resources.
- Assist with diligence data rooms and perform preliminary research.
- Track and update client databases and CRM tools.
- Manage attorneys’ memberships and maintain updated contact information.
- Assist with ad-hoc projects and administrative duties as assigned.
- Coordinate and delegate tasks for efficient processing of administrative items.
8. Professional Development:
- Stay well-versed in firm-wide apps, resources, standards, and best practices.
- Interface and maintain strong relationships with firm resources and vendors.
- Schedule time with members to discuss priorities and establish feedback processes.
Education and Experience Information:
- Bachelor’s degree preferred.
- 5+ years of relevant experience required.
- Law firm experience preferred.
- Excellent verbal and written communication skills.
- Excellent computer proficiency (MS Office – Word, Excel, Outlook).
- Ability to work under pressure and meet deadlines while maintaining a positive attitude.
- Ability to work independently and complete assignments within given parameters.
Salary Information:
- The anticipated pay range for this position is - per hour.
- Compensation may include overtime and a discretionary year-end merit bonus based on performance.
- A highly competitive salary and benefits package is offered.
The primary location for this job posting is in San Diego. The actual base pay offered will depend on factors including the candidate’s qualifications, years of relevant experience, level of education, professional certifications, and work location. Benefits information can be found on the firm's website. Equal Opportunity Employer (EOE).
