Executive Assistant – Trademark

• Title: Executive Assistant Trademark
• Location: Silicon Valley CA (Hybrid 3 days onsite)
• Schedule: Monday Friday 8:30 AM 5:30 PM
• Employment Type: Full-Time (40 hours/week)

The Executive Assistant will provide high-level administrative operational and client service support to attorneys paralegals and the Trademark Practice Group Leader. This role combines trademark prosecution support client onboarding business development coordination billing assistance practice administration and executive-level support.

Trademark Support

• Draft review and revise trademark-related correspondence memoranda and engagement letters.
• Utilize USPTO systems including TSDR and TESS as well as trademark watch services.
• Research trademark records and maintain trademark portfolio summaries.
• Monitor and track critical deadlines to ensure timely trademark filings.

Client Engagement & Onboarding

• Prepare engagement letters including fee structures rates and discounts.
• Coordinate conflict checks with the Conflicts Department.
• Process new business memoranda and client onboarding documentation.
• Establish and maintain client matters within Propel and ShareRoom systems.

Business Development

• Maintain partner contact databases and business development records.
• Track outreach activities and follow-up initiatives.
• Draft and schedule content for LinkedIn and other professional social media platforms.
• Update attorney biographies profiles and marketing materials.

Client Billing

• Review and edit monthly prebills and client invoices.
• Monitor engagement arrangements and billing compliance.
• Assist with accounts receivable tracking and collection efforts.

Practice Administration

• Maintain reports budgets and operational records.
• Support trademark practice group initiatives and administrative projects.
• Ensure compliance with firm policies and trademark group procedures.

Executive Support

• Manage complex calendars appointments and scheduling priorities.
• Coordinate domestic and international travel arrangements.
• Serve as a gatekeeper for attorney and partner schedules.
• Attend meetings as needed and provide follow-up support.
• Draft confidential correspondence and handle sensitive information with discretion.

• Minimum 3 years of experience supporting law firm partners or C-level executives.
• At least 3 years of experience supporting domestic and international trademark prosecution and dispute matters.
• Strong proficiency in Microsoft Office Suite and Adobe Acrobat.
• Bachelors degree or equivalent experience required.