Executive Legal Assistant II

Finnegan•Washington, DC

2d•$94,000 - $103,000

About The Position

Finnegan is more than just a law firm – we are a powerhouse of innovation and strategy growth. We pride ourselves on providing top-tier intellectual property services globally. Our success is rooted in our emphasis on relationships with our clients and each other. We care about every individual, and it is why many professionals have spent their entire careers at Finnegan. We are seeking an Executive Legal Assistant II who will provide operational, administrative, and prosecution support to attorneys, firm leadership and IP Operations teams. Serving as a trusted liaison among attorneys, paralegals, clients, and internal partners, this position ensures seamless operations across executive management, compliance, case management, and client relations within IP Operations.

Requirements

Bachelor’s degree and minimum of 5 years of patent prosecution experience in a professional services environment; OR in lieu of a degree, a minimum of 6 years of patent prosecution experience in a law firm environment required.
Demonstrated comprehensive knowledge and understanding of international and USPTO (U.S. Patent and Trademark Office) patent law rules, procedures, and requirements.
Ability to navigate USPTO website (or various international patent offices’ websites) and knowledge of search tools for patent and trademark information and experience elevating issues to appropriate representatives if clarifications are needed.
Strong experience with electronic filing procedures with USPTO and/or international patent office filing procedures.
Ability to prepare and file new U.S. and national stage applications, PCT applications, and other responses in the PTO as required.
Knowledge of Microsoft Office Suite, including meeting platforms such as Teams and Zoom, and the ability to learn the systems and databases used by the IP operations department and the firm.
Solid experience with case/matter management and/or other database tools and technologies used to manage data and information.
Advanced research skills and proficiency in using various research tools, including the Internet and government websites.
Strong interpersonal, written, and verbal communication skills.
Excellent organizational skills with the ability to prioritize, manage multiple tasks, and meet deadlines in a fast‑paced environment.
Demonstrates professionalism and can work independently or collaboratively as part of a team.
Provides courteous, efficient service to attorneys, clients, staff, and external partners.
Self‑motivated while also able to take direction as needed.
Able to work under pressure and adapt to shifting priorities.
Willingness to work overtime when required and contribute to department-wide projects

Responsibilities

Manage calendars, travel, and meeting schedules for senior attorneys and firm leadership.
Coordinates communications with clients and other strategic partners.
Prepares briefing materials, agendas, presentations, and follow-up documentation for meetings.
Handles correspondence and drafts internal communications.
Supports general office operations and special projects.
Maintains case files and materials, ensuring compliance with deadlines.
Assists attorneys with case preparation, including exhibits and supporting documentation.
Follows up with Financial Services on matter budgets.
Coordinates with billing teams to ensure accurate and timely invoicing.
Tracks billing compliance and resolve discrepancies.
Supports attorneys with budget monitoring and reporting.
Ensures client service delivery meets clients’ expectations for responsiveness and professionalism.
Completes required training, skills assessments, and professional development activities; stays current with evolving patent procedures, tools, and technologies.
Adapts to new processes and systems to meet changing client and organizational needs.
Performs other duties as assigned.
Supports end‑to‑end patent prosecution, including preparing responses to USPTO notices and office actions, IDS submissions, shell amendments, formal documents, and electronic filing packages.
Reviews and organizes prosecution files; performs database input and maintenance; calculates Patent Term Adjustments; and maintains Notice of Allowance checklists.
Prepares and submits USPTO forms, Certificates of Correction, Priority Document requests, and other required filings, ensuring accurate document types, formats, and fee payments.
Manages document workflows, including review, redaction, distribution, indexing, and version control across internal and client systems.
Conducts basic research, locates files and records, and supports attorneys and paralegals with prosecution‑related inquiries and tasks.
Sets up and maintains shared workspaces (e.g., SharePoint, Google Drive) and contributes to special projects and overflow work across IP Operations. Assist with department projects as needed and perform other work-related duties as assigned.