Overview:
We are seeking a highly skilled Executive Assistant to support a boutique law firm specializing in intellectual property and patent law. This role is critical in enabling attorneys to focus on high-value, billable work by taking ownership of administrative, docketing, and documentation processes.
The ideal candidate has prior experience supporting an intellectual property law firm and understands the patent filing process and lifecycle. This is a detail-intensive role requiring precision, discretion, and the ability to operate independently within structured systems.
Key Responsibilities:
Docketing & Patent Support:
Manage docketing and deadlines using AppColl
Support patent prosecution processes (administrative/documentation-focused, not litigation)
Prepare, review, and organize patent-related filings and documentation
Pull and populate information from docketing systems into firm templates
Administrative & Reporting:
Handle incoming paperwork and ensure proper tracking, filing, and organization
Prepare reports and maintain accurate records across matters
Maintain consistency and accuracy across a high volume of documents
Document Management & Client Coordination:
Send and receive documents from clients in a timely and professional manner
Utilize and manage a large library of firm templates (100+), ensuring proper use and accuracy
Maintain organized document workflows across attorneys and matters
Executive & Attorney Support:
Provide direct support to the firm owner and three additional attorneys
Assist in managing workflows to ensure attorneys remain focused on billable work
Execute tasks with minimal back-and-forth by following established processes and systems
Qualifications:
Prior experience as a remote IP/patent law Legal Assistant ( preferred)
Strong understanding of intellectual property law and patent filing processes ( preferred)
Experience with docketing systems; familiarity with AppColl is a strong plus
High attention to detail and ability to manage deadline-driven work
Proficiency in Microsoft Office tools
Strong organizational and document management skills
Ability to quickly learn and follow internal systems, templates, and workflows
What We’re Looking For:
A highly competent, detail-oriented operator who can work independently
Someone comfortable working within structured systems and high document volume
A professional who can quickly get up to speed using the firm’s knowledge base and processes
Strong judgment and reliability in handling sensitive legal documentation
Work Schedule:
M-F, US Pacific - 8 hours per day
Salary: $8+ /hour
Other benefits:
Health insurance reimbursement from the first day of engagement
6 Paid US holidays
Paid time-off (2 days per quarter)*
Birthday time-off*
*upon successful completion of the probationary period