Executive Legal Assistant II

Requirements

• Manage calendars, travel arrangements, and meeting schedules for senior attorneys and firm leadership.
• Coordinate communications with clients and strategic partners, ensuring timely and professional follow-up.
• Prepare briefing materials, agendas, presentations, and meeting documentation.
• Draft correspondence and internal communications as needed.
• Support general office operations and special projects.
• Maintain case files and materials, ensuring compliance with deadlines and internal procedures.
• Assist attorneys with case preparation, including organizing exhibits and supporting documentation.
• Coordinate with finance and billing teams regarding matter budgets, invoicing, and billing compliance.
• Track budgets, monitor billing activity, and assist with resolving discrepancies.
• Support attorneys with budget monitoring and reporting.
• Ensure high-quality client service delivery and responsiveness.
• Complete required training and professional development activities and stay current on evolving patent procedures, tools, and technologies.
• Adapt to new systems, processes, and workflows to meet changing client and organizational needs.
• Perform additional duties and special projects as assigned.
• Provide end-to-end patent prosecution support, including preparation of responses to USPTO notices and office actions, IDS submissions, shell amendments, formal documents, and electronic filing packages.
• Review, organize, and maintain prosecution files; perform database input and maintenance; calculate Patent Term Adjustments; and maintain Notice of Allowance checklists.
• Prepare and submit USPTO forms, Certificates of Correction, Priority Document requests, and other required filings, ensuring accuracy, proper formatting, and correct fee payments.
• Manage document workflows, including review, redaction, distribution, indexing, and version control across internal and client systems.
• Conduct basic research, locate files and records, and assist attorneys and paralegals with prosecution-related inquiries.
• Set up and maintain shared workspaces (e.g., SharePoint, cloud-based collaboration tools) and support special projects and overflow work across IP Operations.