Executive Legal Assistant and Operations Coordinator
About The Position
Kim Intellectual Property Law Group LLC (Kim IP) is a growing boutique intellectual property law firm representing innovative companies, entrepreneurs, universities, and multinational corporations in patent, trademark, copyright, and intellectual property litigation matters throughout the United States and internationally. We are seeking an exceptionally organized, proactive, and detail-oriented Executive Legal Assistant & Operations Coordinator to work directly with the Managing Partner. This is a high-impact position for someone who thrives in a fast-paced professional environment and enjoys wearing multiple hats. The successful candidate will serve as the Managing Partner's primary executive assistant while also coordinating the firm's day-to-day operations, legal workflows, client communications, and administrative initiatives. This position requires exceptional judgment, discretion, professionalism, and the ability to anticipate needs before they arise. This is far more than a traditional legal assistant role. The successful candidate will become a trusted partner to the Managing Partner and play a critical role in helping operate and grow the firm. Most importantly, this person naturally anticipates needs, takes initiative, and consistently looks for ways to improve processes rather than simply completing assigned tasks.
Requirements
- Experience as an executive assistant, legal assistant, or law firm administrative experience
- Outstanding organizational skills
- Exceptional written and verbal communication skills
- Excellent attention to detail
- Ability to prioritize multiple competing deadlines
- Strong problem-solving skills
- High degree of professionalism
- Ability to maintain strict confidentiality
- Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint)
- Experience managing complex calendars and executive schedules
Nice To Haves
- Prior experience working in an IP firm preferred
Responsibilities
- Manage the Managing Partner's calendar, appointments, and deadlines.
- Prioritize meetings, client communications, and competing deadlines.
- Screen calls, emails, and correspondence.
- Draft professional correspondence, engagement letters, and client communications.
- Assist with overall firm operations, including HR functions, office management, practice management and business development.
- Support the Managing Partner in handling intellectual property matters including: Patent prosecution, Trademark prosecution, and Intellectual property litigation
- Review docket and firm’s docket
- Preparing USPTO, WIPO, EPO, and foreign filing documents
- Coordinating with foreign associates
- Organizing prosecution files
- Managing docket deadlines
- Filing documents electronically
- Maintaining client files
- Reviewing invoices and preparing client billing information
Benefits
- 401(k)
- Bonus based on performance
- Flexible schedule
- Health insurance
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
