Executive Assistant (Silicon Valley)

Overview Job Description Summary: The Executive Assistant role provides high-level administrative, operational, and client service support to attorneys, paralegals, and the Trademark Practice Group Leader. Responsibilities span trademark prosecution and disputes, client onboarding, practice administration, business development, and executive-level assistance. The position requires exceptional attention to detail, superior organizational skills, and the ability to manage multiple priorities in a deadline-driven environment. Fenwick staff is expected to work as a team. The essential duties and responsibilities are designed to be specific, but individual attorneys/paralegals may have different working styles or workload demands that require flexibility. You may be called upon to assist other members of the group to accomplish objectives. The firm encourages exploring AI and emerging technologies and supporting continuous improvement. This position is based in our Silicon Valley office with a hybrid schedule requiring three days onsite per week, with potential additional in-office days based on business and client needs. The work schedule is 40 hours per week (non-exempt), Monday – Friday, 8:30 am – 5:30 pm. Note: This description reflects the essential duties and responsibilities and is not intended to define every duty, responsibility, or qualification. Other duties may be assigned as needed. Responsibilities Trademark responsibilities: Draft, review, revise, and finalize trademark-related documents (correspondence, memos, letters, charts/tables, engagement letters). Maintain familiarity with USPTO tools (TSDR, TESS) and vendor trademark watch services. Research trademark records and client histories; organize trademark portfolio summaries for partner review. Track deadlines in coordination with attorneys/paralegals to ensure timely filings and responses. Client Engagement / Onboarding: Draft engagement letters with attention to partner preferences for fees, rates, discounts, and limitations. Coordinate with the Conflicts Department to resolve issues; file new business memoranda; communicate new matter guidelines to the team. Collaborate with other departments to establish client-specific procedures, Propel/ShareRoom setup, and team communication. Assist partners in creating and maintaining strong client relationships built around client needs and preferences. Business Development and Client Maintenance: Organize and maintain partner contact lists; categorize and add contacts to communication lists; track outreach activities. Monitor and draft client news to share; invite clients to relevant events. Draft or schedule social media content for partner accounts; maintain partner bios and online profiles with updated experience and client highlights. Substantive support: Support attorneys with client board responsibilities (travel, documents, scheduling, developing relationships with clients’ assistants). Client Billing: Review/edit monthly prebills and draft bills for accuracy and compliance with client guidelines and partner-specific practices. Monitor adherence to engagement arrangements; ensure billing deadlines are met. Respond to client requests for month-end estimates, track A/R and collections, and coordinate with billing staff. Practice Administration: Support practice administration duties, including maintaining, creating or updating relevant reports and budgets. Support PAL with project management of key practice administration initiatives. Serve as liaison for policy updates, ensuring trademark group compliance. Perform other responsibilities as assigned. Additional Duties: Manage a highly active calendar of appointments/events, speaking engagements, and travel; prepare the partner with necessary documents and materials; communicate upcoming commitments and resolve calendar conflicts. Draft and prepare confidential correspondence; manage partner data. Arrange travel logistics and costs. Provide backup support to other attorneys and team members as needed. Seek opportunities to improve processes and share ideas within teams. Represent the Firm and leadership professionally at all times. Act as gatekeeper for scheduling requests and attend meetings when needed to capture action items. Qualifications Desired Skills and Qualifications: Strong teamwork orientation; able to collaborate across functions and levels. Exceptional judgment, discretion, and professionalism. Highly detail-oriented with strong organizational and time management skills. Strong written and verbal communication capabilities. Self-starter with problem-solving skills and initiative to improve processes. Adaptable and comfortable with ambiguity; able to manage multiple priorities simultaneously. High level of technical skills in MS Office Suite (Word, Excel, Outlook, and PowerPoint), Adobe Acrobat, and other Firm software applications. Understanding of firm protocols for maintaining Propel/ShareRooms or extranets. Demonstrated success managing billing processes and client onboarding. Experience with CRM databases and digital collaboration tools. Effective self-management and ability to make sound, independent decisions. High level of accountability; consistently meeting commitments. 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. Bachelor’s degree or equivalent required. Benefits and Compensation Benefits details: The firm offers a comprehensive benefit program including Healthcare, Life Insurance, Health Savings Accounts, Flexible Spending Accounts, and Wellbeing. Temporary employees are generally not entitled to these benefits unless required by law. The anticipated salary range for this position is $84,000 – $120,000. A discretionary bonus may be available based on performance. Eligibility details and additional information about benefits and bonuses will be provided upon request. About Fenwick Fenwick & West LLP is an Equal Opportunity Employer. We conduct all employment-related activities without regard to race, religion, color, marital status, national origin, age, sex, disability, sexual orientation or gender identity, gender, genetic characteristics, or any other classification protected by applicable laws. If you require reasonable accommodation to complete a job application, contact View email address on click.appcast.io or View email address on click.appcast.io. We may consider agency recruiters with a pre-established fee agreement. Pursuant to the San Francisco Fair Chance Ordinance, we will consider qualified applicants with arrest and conviction records. To view our privacy policy, click here. Note on Expiry There is no explicit expiry noted in this description; if the role is closed, indicate accordingly in the posting. #J-18808-Ljbffr Fenwick & West LLP