Fenwick & West · 16 hours ago
Executive Assistant
Silicon Valley, CA
Full-time
Hybrid
Mid Level
$84K/yr - $120K/yr
3+ years expFenwick & West LLP is a leading law firm seeking an Executive Assistant to provide high-level administrative and operational support to attorneys and the Trademark Practice Group Leader. The role involves managing trademark prosecution and disputes, client onboarding, and business development while ensuring exceptional organizational skills and attention to detail.
Law Practice
Responsibilities
Draft, review, revise, and finalize trademark-related documents (correspondence, memos, letters, charts/tables, UDRP filings, agreements, engagement letters)
Maintain familiarity with USPTO tools (TSDR, TESS) and vendor trademark watch services; update and manage watch notice charts
Coordinate with docketing, records, and paralegal staff on client intakes, outbound transfers, file retrieval, uploads to Propel/ShareRoom, and virtual file requests
Manage certified/apostille documentation processes, including organizing mailings and coordinating with the copy center/mailroom for priority documents
Research trademark records and client histories; organize trademark portfolio summaries for partner review
Track deadlines in coordination with paralegals to ensure timely filings and responses
Maintain relationships with foreign trademark counsel and vendors; process and allocate invoices, check/wire requests, and track payment history
Support special trademark-related projects assigned
Draft engagement letters with attention to partner preferences for fees, rates, discounts, and limitations
Coordinate with the Conflicts Department to resolve issues; file new business memoranda, communicate new matter guidelines to the team
Collaborate with other departments to establish client-specific procedures, Propel/ShareRoom set-up, and team communication
Assist partners in creating and maintaining strong client relationships built around client needs and preferences
Organize and maintain partner contact lists; categorize and add contacts to communication lists; track outreach activities
Coordinate with Marketing and Finance on pitch preparation, including background research, materials, budgets, PowerPoint presentations, and CRM updates
Monitor and draft client news to share; invite clients to relevant events
Draft or schedule social media content (LinkedIn, Twitter) for partner accounts; maintain partner bios and online profiles with updated experience and client highlights
Maintain partner’s bio and social media profile(s) with relevant new information such as new key clients, and significant experience
Substantive support of attorneys with client board responsibilities (travel, documents, scheduling, developing relationships with clients’ assistants)
Review/edit monthly prebills and draft bills for accuracy, client guidelines compliance, and partner-specific billing practices
Monitor adherence to engagement arrangements (rates, caps, deferrals); ensure billing deadlines are met
Respond to client requests for month-end estimates, track A/R and collections, and coordinate closely with billing staff
Handle deal wire payments and occasional client investment checks
Support partner in relevant practice administration duties, including maintaining, creating or updating relevant reports and budgets
Support PAL with project management of key practice administration initiatives
Prepare agendas and materials for practice group meetings, practice administration or practice group initiatives
Maintain and update practice group templates, precedents, and process documentation
Serve as liaison for policy updates, ensuring trademark group compliance
Perform other responsibilities as assigned
Manage and prioritize a highly active calendar of appointments/events, speaking engagements, and travel; ensure partner is prepared with necessary documents and materials
Keeps partner well informed of upcoming commitments and responsibilities, follows up appropriately and proactively and provides solutions to calendar conflicts/jams
Successfully completes critical aspects of deliverables with a hands-on approach that facilitates a partner’s ability to effectively assist clients
Act as gatekeeper for scheduling requests; resolve conflicts proactively
Attend meetings in partner’s absence when needed; capture action items and drive them to completion
Draft and prepare confidential correspondence; manage partner’s data (electronic and paper)
Arrange and manage travel logistics, preferences, itineraries, and costs
Handle competing priorities with minimal supervision; adapt quickly to shifting deadlines
Provide backup support to other attorneys and team members as needed
Actively seeks ways to apply new methods of working, improvements in work processes, and supports an exchange of ideas amongst teams or colleagues
At all times, represents Firm and leadership in a professional manner
Qualification
Required
Minimum of 3 years supporting law firm partners or C-level executives
3+ years of experience with domestic and foreign trademark prosecution/dispute matters
Bachelor's degree or equivalent required
Exceptional attention to detail
Superior organizational skills
Ability to manage multiple priorities in a deadline-driven environment
Strong communication skills
Strong teamwork orientation; able to collaborate across functions and levels
Exceptional judgment, discretion, and professionalism
Ability to anticipate needs, identify logistical challenges, and provide solutions before issues arise
Highly detail-oriented with strong organizational and time management skills
Strong written and verbal communication capabilities
Self-starter with problem-solving skills and initiative to improve processes
Adaptable and comfortable with ambiguity; able to manage multiple priorities simultaneously
High level of technical skills in MS Office Suite (Word, Excel, Outlook, and PowerPoint), Adobe Acrobat, and other Firm software applications
Understanding of firm protocols for maintaining Propel/ShareRooms or extranets
Demonstrated success managing billing processes and client onboarding
Experience with CRM databases and digital collaboration tools
Effective self-management and ability to make sound, independent decisions
High level of accountability; consistently meeting agreed-upon commitments
Benefits
Healthcare
Life Insurance
Health Savings Accounts
Flexible Spending Accounts
Wellbeing
Company
Fenwick & West
Fenwick is a leading law firm, purpose-built to guide visionary tech and life sciences companies and their investors through every stage of growth, from startups securing their first round of funding to leading publicly traded global enterprises.
501-1000 employees
Funding
Current Stage
Late StageLeadership Team
Scott Pine
Chief Operating Officer
Alan Smith
Partner and Corporate Group Chair
Recent News
globallegalchronicle.com
2025-09-30
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2025-09-25
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