Practice Administrative Assistant

Goodwin•San Diego, CA

8d•$80,700 - $121,100•Onsite

About The Position

Join Goodwin’s Global Operations Team, and make a real impact on a global scale. At Goodwin, we work with some of the world’s most successful and innovative investors, entrepreneurs and disruptors in the life sciences, private equity, real estate, technology and financial industries, and where they converge. As part of the Global Operations Team – all business professionals at the firm – you’ll collaborate with colleagues from varied backgrounds and experiences, fostering an environment where cross-functional learning, networking, and collaboration are at the core of what we do. Here, we’re not just supporting a law firm; we’re partnering with attorneys and clients to deliver cutting-edge solutions in high-stakes litigation and dispute resolution, world-class regulatory compliance and advisory services, and complex transactions. Our commitment to integrity, ingenuity, agility, and ambition drives us, and we’re proud to have been recognised as the “Best Business Team” by The American Lawyer. This is your opportunity to grow professionally in a dynamic, global environment, surrounded by forward-thinking peers. Are you a proactive and detail-oriented professional looking to make a significant impact in the legal field? As a Practice Administrative Assistant at our firm, you will be at the heart of our operations, providing essential administrative and executive support to our attorneys, paralegals and business leaders. This role is perfect for someone who thrives in a fast-paced environment and possesses strong organizational, communication and up-to-date technical skills. You will be instrumental in ensuring we deliver on our core principles, including a firm-first mentality, client-centricity, collaboration and excellence. We offer a supportive and inclusive work environment where you can develop your skills and grow your career. This is a challenging and rewarding role that offers the opportunity to make a real difference. The Practice Administrative Assistant provides essential administrative and executive support to attorneys, paralegals and business leaders. This role is essential to ensuring we deliver on our core principles, including a firm-first mentality, client-centricity, collaboration and excellence. The Practice Administrative Assistant must thrive in a fast-paced team environment and demonstrate strong organizational, communication and up-to-date technical skills.

Requirements

High school diploma/GED required
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Experience providing high-level support to a senior partner, executive or similarly demanding professional in a law firm or other fast-paced professional-services environment.
Exceptional organizational skills, allowing you to manage multiple tasks and projects simultaneously with efficiency and precision.
Ability to prioritize and handle a variety of responsibilities ensures that deadlines are met and operations run smoothly, even in a fast-paced environment.
Outstanding communication skills, both written and verbal, enabling you to convey information clearly and effectively.
Understanding of the importance of confidentiality in the legal field and commitment to maintaining the highest standards of privacy and discretion.
Commitment to continuous learning and professional growth.
Value collaboration, working effectively with colleagues to achieve common goals and improve team performance.
Thorough understanding of the firm’s structure and the resources available to you.
Proactive in identifying areas for improvement within existing processes and procedures.
Strong analytical skills, enabling you to find solutions to various administrative challenges.
Adaptable and willing to support general office and administrative needs when needed.
Bring a flexible, team-oriented approach to supporting the broader office.

Nice To Haves

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

Responsibilities

Managing complex calendars, arranging meetings and coordinating travel arrangements for attorneys, science advisors, paralegals and business leaders.
Managing all aspects of meeting logistics, e.g., booking conference rooms, registering guests, securing equipment and arranging catering services.
Efficiently managing all communication modalities, including calls, emails and hard-copy mail, ensuring communications are handled appropriately and in a timely manner.
Preparing and processing expense reports and check requests, ensuring accurate documentation for timely reimbursement/payment.
Providing backup support to other team members as may be needed, including absence coverage and overflow tasks as needed.
Providing proactive executive support to assigned attorneys by keeping them informed of upcoming commitments and responsibilities, anticipating and helping resolve calendar conflicts, monitoring and triaging high-volume inboxes and requests, identifying priority action items and following up appropriately.
Using sound judgment when screening and routing requests for attorney time.
Assisting with general office administration as needed, including coordinating with internal departments and office services and helping address other routine administrative or operational needs.
Serving as a trusted administrative point of contact for clients and external parties, helping respond to routine requests, coordinating with the appropriate attorneys and firm resources and ensuring time-sensitive items receive prompt attention.
Supporting workflow management and team communication by maintaining task lists, status information and follow-up items across a portfolio of patent clients.
Attending selected client or internal team meetings, preparing notes or action summaries and helping track agreed follow-up (at an attorney’s request).
Proofreading and editing legal documents, correspondence, memos and other communications to ensure accuracy and clarity.
Assisting with the preparation, management and distribution of audit response letters.
Maintaining organized, up-to-date client and administrative files in the firm’s electronic document management system, ensuring quick document retrieval and compliance with firm policies.
Preparing signature packets, coordinating DocuSign requests, courier services and mailings.
Responding to routine document requests under attorney direction.
Creating or managing secure collaboration spaces or data rooms as needed.
Opening new client and/or matter numbers, maintaining and editing matters, performing conflict checks and preparing engagement letters, coordinating their signing through DocuSign.
Drafting and preparing complex waiver and disclosure letters for client matters and transactions.
Coordinating with the firm’s Pricing and Finance teams, as directed, to support new-client and new-matter fee arrangements, budgets, discounts and required approvals.
Facilitating time entry for assigned attorneys and paralegals, including input, review, editing and release of time.
Supporting the billing process, e.g., tracking billing deadlines, circulating prebills to attorneys for review, etc.
Assisting with prebill edits, reviewing bills for conformity with applicable engagement and billing arrangements, and helping monitor accounts receivable and collections activity, coordinating with the responsible attorney and Finance team to identify and address issues.
Liaising with Goodwin’s Client Development team to help execute agreed priorities for assigned attorneys, including coordinating pitch and client-meeting preparation, prospect and contact research, client communications, events, relationship tracking and attorney profile updates.
Liaising with Goodwin’s Practice Management team, the Attorney Development Team, and other firm departments to help coordinate San Diego team meetings, trainings, recruiting and staffing-related follow-up and other practice initiatives.
Helping ensure requests, information and action items are routed to the appropriate teams and carried through to completion.