Practice Administrative Assistant

Goodwin•San Diego, CA

5d•$83,100 - $124,700

About The Position

The Practice Administrative Assistant provides administrative and executive support to attorneys, paralegals, and business leaders, supporting the firm’s commitment to a firm-first mentality, client-centricity, collaboration, and excellence. The role supports a San Diego-based legal team and is suited to a proactive, detail-oriented professional who can manage competing priorities in a fast-paced, team environment. The position includes executive support, client and matter coordination, document and file management, business intake and conflicts work, time entry and billing assistance, and coordination with client development, practice management, attorney development, and other firm departments. The assistant supports patent-client workflows and may help prepare complex waiver and disclosure letters, but does not provide legal advice or independently interpret legal documents. The position is eligible for overtime. The target salary varies by location and relevant experience, with a stated range of $77,400–$133,400 depending on location.

Requirements

High school diploma or GED required.
Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
Experience providing high-level support to a senior partner, executive, or similarly demanding professional in a law firm or another fast-paced professional-services environment.
Exceptional organizational skills and the ability to manage multiple tasks and projects, prioritize responsibilities, and meet deadlines in a fast-paced environment.
Strong written and verbal communication skills, including the ability to draft and communicate professionally and clearly.
Commitment to confidentiality, privacy, and discretion when handling sensitive client and firm information.
A collaborative, team-oriented approach and commitment to continuous learning and professional growth.
Thorough understanding of the firm’s structure and available resources, with the ability to navigate the organization effectively.
Ability to identify process improvements and suggest or implement changes that improve efficiency, accuracy, and effectiveness.
Strong analytical and problem-solving skills, including the ability to assess situations, identify issues, and prioritize workloads.
Adaptability and willingness to support general office and administrative needs as required.

Nice To Haves

College degree preferred, but not required.
Experience supporting patent attorneys or significant familiarity with patent prosecution workflows and terminology.

Responsibilities

Manage complex calendars, arrange meetings, and coordinate travel for attorneys, science advisors, paralegals, and business leaders.
Manage meeting logistics, including conference-room bookings, guest registration, equipment, and catering.
Handle calls, emails, and hard-copy mail, ensuring communications are routed and addressed appropriately and promptly.
Prepare and process expense reports and check requests with accurate documentation.
Provide backup coverage and assist with overflow tasks for other team members.
Proactively support assigned attorneys by tracking upcoming commitments, anticipating and helping resolve calendar conflicts, monitoring and triaging high-volume inboxes and requests, identifying priorities, following up, and screening and routing requests for attorney time.
Assist with general office administration and coordinate with internal departments and office services as needed.
Serve as an administrative point of contact for clients and external parties, respond to routine requests, coordinate with attorneys and firm resources, and ensure time-sensitive items receive prompt attention.
Maintain task lists, status information, and follow-up items across a portfolio of patent clients.
Attend selected client or internal meetings at an attorney’s request, prepare notes or action summaries, and track follow-up items.
Proofread and edit legal documents, correspondence, memos, and other communications for accuracy and clarity.
Assist with preparing, managing, and distributing audit response letters, and maintain organized client and administrative files in the electronic document management system in accordance with firm policies.
Prepare signature packets; coordinate DocuSign requests, courier services, and mailings; respond to routine document requests under attorney direction; and create or manage secure collaboration spaces or data rooms as needed.
Open new client and matter numbers, maintain and edit matters, perform conflict checks, and prepare engagement letters and coordinate their signing through DocuSign.
Draft and prepare complex waiver and disclosure letters for client matters and transactions.
Coordinate with Pricing and Finance, as directed, on new-client and new-matter fee arrangements, budgets, discounts, and required approvals.
Facilitate time entry for assigned attorneys and paralegals, including input, review, editing, and release of time.
Support billing by tracking deadlines, circulating prebills for attorney review, assisting with prebill edits, reviewing bills for conformity with applicable arrangements, and helping monitor accounts receivable and collections with responsible attorneys and Finance.
Liaise with Client Development to execute agreed priorities, including pitch and client-meeting preparation, prospect and contact research, client communications, events, relationship tracking, and attorney profile updates.
Coordinate with Practice Management, Attorney Development, and other departments on San Diego team meetings, trainings, recruiting and staffing follow-up, and other practice initiatives.
Route requests, information, and action items to appropriate teams and help carry them through to completion.