Executive Assistant

About This Role

This Executive Assistant role provides high-level administrative, operational, and client service support to attorneys, paralegals, and the Trademark Practice Group Leader. The position requires exceptional attention to detail, superior organizational skills, and the ability to manage multiple priorities in a deadline-driven environment.

Responsibilities

• Draft, review, revise, and finalize trademark-related documents (correspondence, memos, letters, charts/tables, UDRP filings, agreements, engagement letters)
• Maintain familiarity with USPTO tools (TSDR, TESS) and vendor trademark watch services; update and manage watch notice charts
• Coordinate with docketing, records, and paralegal staff on client intakes, outbound transfers, file retrieval, uploads to Propel/ShareRoom, and virtual file requests
• Manage certified/apostille documentation processes, including organizing mailings and coordinating with the copy center/mailroom for priority documents
• Research trademark records and client histories; organize trademark portfolio summaries for partner review
• Track deadlines in coordination with paralegals to ensure timely filings and responses
• Maintain relationships with foreign trademark counsel and vendors; process and allocate invoices, check/wire requests, and track payment history
• Draft engagement letters with attention to partner preferences for fees, rates, discounts, and limitations
• Manage and prioritize a highly active calendar of appointments/events, speaking engagements, and travel; ensure partner is prepared with necessary documents and materials
• Prepare agendas and materials for practice group meetings, practice administration or practice group initiatives

Requirements

• Minimum of 3 years supporting law firm partners or C-level executives
• 3+ years of experience with domestic and foreign trademark prosecution/dispute matters
• Exceptional judgment, discretion, and professionalism
• Highly detail-oriented with strong organizational and time management skills
• Strong written and verbal communication capabilities
• High level of technical skills in MS Office Suite (Word, Excel, Outlook, and PowerPoint), Adobe Acrobat, and other Firm software applications

Qualifications

• Bachelor's degree or equivalent required
• Minimum of 3 years supporting law firm partners or C-level executives and 3+ years of experience with domestic and foreign trademark prosecution/dispute matters

Nice to Have

• Experience with CRM databases and digital collaboration tools
• Demonstrated success managing billing processes and client onboarding

Skills

* Required skills

Benefits