Executive Assistant (Silicon Valley)

Executive Assistant

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.

This position is based in our Silicon Valley office, which offers a hybrid schedule and requires three days onsite per week with the possibility of additional required in-office days depending on business and client needs. The work schedule for this position will be 40 hours per week (non-exempt), Monday - Friday, from 8:30 am - 5:30 pm.

Trademark Responsibilities

• Assist in drafting, reviewing, revising, and finalizing 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.
• Support special trademark-related projects assigned.

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 set-up, 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 (LinkedIn, Twitter) for partner accounts; maintain partner bios and online profiles with updated experience and client highlights.
• Maintain partner's bio and social media profile(s) with relevant new information such as new key clients, and significant experience.
• Substantive support of attorneys with client board responsibilities (travel, documents, scheduling, developing relationships with clients' assistants).

Client Billing

• Review/edit monthly prebills and draft bills for accuracy, client guidelines compliance, and partner-specific billing practices.
• Monitor adherence to engagement arrangements (rates, caps, deferrals); ensure billing deadlines are met.
• Respond to client requests for month-end estimates, track A/R and collections, and coordinate closely with billing staff.

Practice Administration

• Support partner in relevant 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 and prioritize a highly active calendar of appointments/events, speaking engagements, and travel; ensure partner is prepared with necessary documents and materials.
• Keeps partner well informed of upcoming commitments and responsibilities, follows up appropriately and proactively and provides solutions to calendar conflicts/jams.
• Successfully completes critical aspects of deliverables with a hands-on approach that facilitates a partner's ability to effectively assist clients.
• Act as gatekeeper for scheduling requests; resolve conflicts proactively.
• Attend meetings in partner's absence when needed; capture action items and drive them to completion.
• Draft and prepare confidential correspondence; manage partner's data (electronic and paper).
• Arrange and manage travel logistics, preferences, itineraries, and costs.
• Handle competing priorities with minimal supervision; adapt quickly to shifting deadlines.
• Provide backup support to other attorneys and team members as needed.
• Actively seeks ways to apply new methods of working, improvements in work processes, and supports an exchange of ideas amongst teams or colleagues.
• At all times, represents Firm and leadership in a professional manner.

Desired Skills and Qualifications

• Strong teamwork orientation; able to collaborate across functions and levels.
• Exceptional judgment, discretion, and professionalism.
• Ability to anticipate needs, identify logistical challenges, and provide solutions before issues arise.
• 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.
• Embraces unexpected duties or special projects as needed.
• 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 agreed-upon commitments.

Reporting to the Senior Manager, Legal Administrative Services, the ideal candidate will have a 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.

The anticipated range for this position is:

$84,000 - $120,000

Depending on the role, the actual base salary offered may depend upon a variety of factors, including without limitation, the qualifications of the individual applicant for the position, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job.

A discretionary bonus for eligible employees may also be available based on performance. Additional information about employee eligibility for benefits and discretionary bonus will be made available upon request.