Executive Assistant (Trademark)

Job Description Summary:

The Executive Assistant role provides high-level administrative, operational, and client service support to attorneys, paralegals, and the Trademark Practice Group Leader. Responsibilities span trademark prosecution and disputes, client onboarding, practice administration, business development, and executive-level assistance. The position requires exceptional attention to detail, superior organizational skills, and the ability to manage multiple priorities in a deadline-driven environment.

Fenwick staff is expected to work as a team. The essential duties and responsibilities listed below are designed to be specific. However, each attorney/paralegal has their style of working, or the workload might be such that you will be asked to assist in ways that are not identified below and may require some flexibility on your part. You may be called upon to help other members of the group, and it is the responsibility of each Assistant to do the best they can to assist in whatever needs to be accomplished.

This position is based in our Silicon Valley office, and offers a hybrid schedule and requires three days onsite per week at your designated office with the possibility of additional required in-office days depending on business and client needs. The work schedule for this position will be 37.5 hours per week (non-exempt), Monday - Friday, from 8:30 am - 5:00 pm.

Job Description:

Trademark Responsibilities

• To be successful in the role, you must be highly detail-oriented, work as a team with attorneys/paralegals/colleagues, prioritize and multi-task assignments as the work is deadline-driven, and possess strong communication skills.
• 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.

Client Engagement/Onboarding

• 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.

Business Development and Client Maintenance

• 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).

Client Billing

• 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 est