Executive Assistant (Trademark)

Fenwick & West•Palo Alto, CA

2d•$84,000 - $120,000•Hybrid

About The Position

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 listed below are designed to be specific. However, each attorney/paralegal has their style of working, or the workload might be such that you will be asked to assist in ways that are not identified below and may require some flexibility on your part. You may be called upon to help other members of the group, and it is the responsibility of each Assistant to do the best they can to assist in whatever needs to be accomplished. This position is based in our Silicon Valley office, and offers a hybrid schedule and requires three days onsite per week at your designated office with the possibility of additional required in-office days depending on business and client needs. The work schedule for this position will be 37.5 hours per week (non-exempt), Monday - Friday, from 8:30 am - 5:00 pm.

Requirements

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.
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.

Nice To Haves

Experience with CRM databases and digital collaboration tools.

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.
Support special trademark-related projects assigned.
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.
Organize and maintain partner contact lists; categorize and add contacts to communication lists; track outreach activities.
Coordinate with Marketing and Finance on pitch preparation, including background research, materials, budgets, PowerPoint presentations, and CRM updates.
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).
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.
Handle deal wire payments and occasional client investment checks.
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.
Prepare agendas and materials for practice group meetings, practice administration or practice group initiatives.
Maintain and update practice group templates, precedents, and process documentation.
Serve as liaison for policy updates, ensuring trademark group compliance.
Perform other responsibilities as assigned.
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.