Legal Assistant (IP/Patent Law)

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 AppCollSupport patent prosecution processes (administrative/documentation-focused, not litigation)Prepare, review, and organize patent-related filings and documentationPull and populate information from docketing systems into firm templatesAdministrative & Reporting:Handle incoming paperwork and ensure proper tracking, filing, and organizationPrepare reports and maintain accurate records across mattersMaintain consistency and accuracy across a high volume of documentsDocument Management & Client Coordination:Send and receive documents from clients in a timely and professional mannerUtilize and manage a large library of firm templates (100+), ensuring proper use and accuracyMaintain organized document workflows across attorneys and mattersExecutive & Attorney Support:Provide direct support to the firm owner and three additional attorneysAssist in managing workflows to ensure attorneys remain focused on billable workExecute 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 plusHigh attention to detail and ability to manage deadline-driven workProficiency in Microsoft Office toolsStrong organizational and document management skillsAbility to quickly learn and follow internal systems, templates, and workflowsWhat We’re Looking For:A highly competent, detail-oriented operator who can work independentlySomeone comfortable working within structured systems and high document volumeA professional who can quickly get up to speed using the firm’s knowledge base and processesStrong judgment and reliability in handling sensitive legal documentationWork Schedule:M-F, US Pacific - 8 hours per dayOther benefits:Health insurance reimbursement from the first day of engagement6 Paid US holidaysPaid time-off (2 days per quarter)*Birthday time-off**upon successful completion of the probationary period