Executive Assistant - Intellectual Property

Executive Assistant

This non-exempt position provides administrative support at an executive level to certain Intellectual Property Partners of the firm.

Essential Duties

• Handle confidential and non-routine information.
• Proactively develop relationships with key internal/external client contacts, gaining recognition as a team resource.
• Work independently and within a team on special, nonrecurring and ongoing projects.
• Type and design general correspondences, memos, charts, tables, graphs, presentations, business plans, etc.
• Take messages or field/answers for all routine and non-routine questions.
• Organize and prioritize large volumes of information and calls.
• Act as a liaison with other departments and outside contacts.
• Manage calendars and schedule meetings, events, and travel.
• Use appropriate judgment and knowledge of firm policies, when sharing sensitive information.
• Handle administrative details and routine issues independently and take responsibility for completing them on time.
• Proactively notify the appropriate individual on issues of quality, confidentiality, or risk.
• Effectively manage conflicting priorities.
• Develop and demonstrate a solid working knowledge of the firm's structure, key personnel, client billing arrangements, and policies and procedures.

Other Duties

• Works with the Business Development team to support key client relationships and events.
• Performs other related duties as needed or assigned.

Reporting Relationship

The Executive Assistant reports to certain Intellectual Property Partners and the Dallas Office Administrator of the firm.

Subordinate staff: None.

Qualifications

Knowledge/Experience:

This position requires a minimum of 5 years of related experience. Experience working with leadership within a law firm, professional services environment, C-Suite Executives, or Family Office Executives preferred. A broad range of technical ability, with a demonstrated aptitude and willingness to learn new software/applications is preferred for this position. Must have effective interpersonal skills, with an ability to interface with personnel at all levels.

Skills:

The Executive Assistant must be very comfortable with Microsoft Office Applications and be detail oriented. The Executive Assistant must have the ability to take initiative, and be self-directed and results oriented. The individual must possess strong client focus, as well as strong written and verbal communication skills, with the ability to work both individually and as a member of a team of high-performing Partners. The ability to work with many different types of personalities at all levels of organization is a must. This individual must have the ability to answer questions while maintaining confidentiality. A sense of "urgency" is of an utmost importance. Must be flexible, able to multi-task, and adapt to change quickly. Strong organizational skills are required to plan, prioritize, and organize diversified workload.

Education:

College degree required.

Physical Demands:

Must be able to move around the office up to 15% of the time to make copies, fax, file, etc.; Remains stationary at least 85% of the time. This position operates computers and other office productivity machines (e.g., fax machine, copier, printer, etc.) on a regular basis; Occasionally required to move documents or files weighing up to 15 lbs.; This position requires constant communication and exchange of information with the Firm attorneys, clients and staff; This position must be able to inspect and observe information on a computer screen at least 80% of the time.

Working Conditions:

Office environment (full-time, 5 days/week).

At Haynes and Boone, our people are the driving force behind our success. Because we value the role every individual plays in how we deliver exceptional legal services, we hire people who will contribute to our professional reputation, enhance client relationships and share in our success.

Haynes and Boone is one of the largest law firms in Dallas, and it continues to grow. In 2023, Haynes and Boone moved its headquarters to a new 27-story office tower in the Harwood District of uptown Dallas. Lawyers in our Dallas office serve all the firm's practice and industry areas including corporate, litigation, banking/finance, insurance law, healthcare law, labor and employment, estate planning, real estate, bankruptcy, intellectual property, white collar crime, and antitrust. Our Dallas lawyers are widely recognized in their practice areas in publications such as The Best Lawyers in America directory (Woodward/White, Inc.) and the Chambers USA legal directory (Chambers & Partners). This office attracts high-energy, technically proficient people who enjoy working in a collegial environment. We are committed to having an inclusive workforce that reflects our communities, and we seek highly motivated lawyers and staff who value our culture of respect and teamwork.