Executive Assistant

Seed IP; Seattle (WA); Hybrid; USD 75,000 - 95,000; Full time

Benefits offered by this job

Employer-paid medical, dental, and vis

401(k) with match and profit sharing

Wellness benefit

Mindfulness app

Employee assistance programs

Job summary

Seed IP Law Group in Seattle seeks a highly organized Executive Assistant to support the Managing Partner and other leaders. You will optimize calendars, coordinate client matters, and streamline administrative workflows with discretion and initiative.

The role emphasizes proactive problem-solving, strong communication with senior leadership, and collaboration across practice areas. Hybrid work with two days in the Seattle office, and possible remote days up to three per week, depending on

Qualifications

• Exceptional written and verbal communication and interpersonal skills.
• Ability to work independently and manage competing priorities.
• Strong judgment and discretion when handling sensitive information.
• Experience providing executive-level support or similar duties.
• Familiarity with AI-enabled tools to streamline workflows.

Responsibilities

• Maintain and consolidate the Managing Partner's priorities and calendars.
• Coordinate meetings, travel, and communications with clients and internal stakeholders.
• Review, triage, and track communications and commitments to completion.
• Support client intake, onboarding, engagement letters, and record-keeping.

Skills

Communication

Relationship building

Proactive

Discretion

AI tools

Education

Bachelor’s degree

Job description

Located in Seattle, Washington, in the beautiful Pacific Northwest, Seed IP is one of the country's leading intellectual property law firms. We're a dynamic, team-oriented firm that maintains a professional and well-balanced working environment. At Seed IP, you’ll work alongside seasoned attorneys and professional staff with the knowledge and background needed to represent a diverse client base in all areas of intellectual property. We invite you to be a part of the exciting, fast-paced world of intellectual property law at Seed IP.

Seed IP Law Group is seeking a highly organized, proactive Executive Assistant to provide administrative and project coordination support primarily to the firm’s Managing Partner, with support for additional firm partners or leaders as assigned. The ideal candidate anticipates needs, develops and improves administrative processes and systems, thinks critically, solves problems, brings order to competing priorities, takes initiative, and communicates with confidence while handling sensitive information with discretion.

Job Purpose

The Executive Assistant supports the Managing Partner in organizing and advancing the day-to-day work of a busy legal practice and the firm and may provide support to additional firm partners or leaders as assigned. This role coordinates priorities, projects, deadlines, communications, meetings, travel, client relationships, and administrative follow-through, particularly for responsibilities that fall outside paralegal support. The Executive Assistant serves as a trusted liaison among firm leadership, clients, practice leaders, practitioners, and administrative departments while exercising sound judgment, discretion, and initiative.

Responsibilities

• Maintain a comprehensive view of the Managing Partner’s firm, client, and practice priorities; consolidate projects, deadlines, requests, and follow-up items into organized systems.
• Help evaluate and sequence competing priorities, identify dependencies, and ensure time-sensitive matters advance at an appropriate pace.
• Review and triage communications as directed, manage information flow, prepare correspondence, and track commitments through completion.
• Manage complex calendars, meetings, travel arrangements, itineraries, and related logistics, including meetings occurring during business travel.

Client, Practice & Firm Coordination

• Serve as a central point of coordination among the Managing Partner, clients, practice leaders, practitioners, paralegals, and administrative departments.
• Support client intake, onboarding, expectations, engagement letters, client development follow-up, and maintenance of accurate client, matter, and practitioner information.
• Coordinate cross-functional projects, track timelines and deliverables, prepare meeting materials, capture decisions and action items, and follow up with responsible parties.
• Help align work supported by paralegals with the firm’s client-centric service model while coordinating administrative needs that fall outside paralegal responsibilities.

Daily Operations

• Maintain calendars, contact information, project trackers, records, and document-management systems with accuracy and appropriate confidentiality.
• Prepare and format correspondence, reports, presentations, agendas, minutes, client materials, and other documents.
• Submit and follow up on conflict checks and requests involving client, matter, docketing, accounting, records, or other administrative information.
• Support disengagement and matter-inactivation processes, ensuring required steps, communications, and documentation are completed.
• Perform other executive support and special project responsibilities as assigned.

Meetings, Travel & Communication

• Schedule and coordinate internal, client, and external meetings; prepare agendas and materials; attend selected meetings; record minutes or action items; and monitor follow-through.
• Coordinate travel plans, reservations, itineraries, meeting schedules, and expense documentation.
• Communicate professionally with clients and internal stakeholders, anticipate information needs, and help maintain strong working relationships.
• Coordinate accounts receivable follow-up for delinquent client balances in partnership with Accounting, the Managing Partner, relationship partners, and other responsible stakeholders.
• Research and organize relevant communications and account information, track agreed next steps, and help move collection issues toward timely resolution.
• Prepare and submit expense reports and maintain supporting documentation as requested.

Qualifications

At a Minimum, We’d Like You to Have

• Bachelor’s degree or an equivalent combination of education and relevant experience.
• Two or more years of progressively responsible experience in a law firm or professional services setting, providing executive support or comparable assistance.
• Exceptional written and verbal communication and interpersonal skills, with the ability to build effective working relationships and communicate confidently with senior leadership, staff, and colleagues across all levels of the firm.
• Demonstrated initiative and ability to work proactively and independently, manage multiple stakeholders and deadlines, and adapt quickly as priorities change.
• Strong critical-thinking and problem-solving skills, with the ability to develop and improve administrative workflows and systems.
• Strong judgment, discretion, professionalism, accuracy, and confidence when communicating with leaders, clients, and colleagues, with a demonstrated ability to protect confidential and sensitive information.
• Willingness to learn and use AI-enabled tools to improve efficiency, strengthen systems, and support high-quality work within the firm’s ethical, confidentiality, and professional-responsibility framework.
• Willingness and ability to work in the Seattle office a minimum of two days per week. Remote work may be available up to three days per week, based on business needs and firm policy.
• Advanced proficiency with Microsoft Office products, particularly Outlook, Word, Excel, and PowerPoint, including complex calendaring, professional document formatting, mail merges, tracking, and reporting.

Ideally, We’d Like You to Have

• Experience providing executive-level support in a law firm, professional services firm, or other client-service environment.
• Intellectual property legal experience is a plus but is not required; familiarity with client intake, conflicts, engagement, billing, accounts receivable, matter management, or document-management workflows is also beneficial.
• Experience with SharePoint, OneDrive, Adobe Acrobat, customer relationship management systems, or legal practice-management systems.
• Experience using AI-enabled tools to streamline workflows, improve processes, or support administrative and project work.
• Strong problem-solving skills and a demonstrated willingness to investigate issues, identify practical solutions, and drive matters to completion.

Compensation

• The salary range for this position is $75,000 to $95,000 annually, depending on relevant experience. Seed offers a comprehensive benefits package, including employer-paid medical, dental, and vision coverage; 401(k) with match and profit sharing; flexible spending accounts for healthcare, dependent care, and transportation; an annual wellness benefit; access to a mindfulness app; and employee assistance programs. This hybrid role requires in-office presence two days per week.

Physical Requirements

• Ability to perform the essential functions of the position with or without reasonable accommodation, including extended periods of computer-based work and occasional movement of standard office materials.

Seed IP Law Group is an Equal Opportunity Employer

We celebrate diversity and are committed to creating an inclusive environment for all employees.

Seed IP Law Group is committed to diversity and inclusion throughout our organization. We recognize this commitment is key to the creativity and innovation that are so important to the continued success of our people and our firm. Our firm has and will continue to benefit from diversity and inclusion as core values.

It's not what we say, it's what they say

Seed IP is one of the leading intellectual property firms in the Pacific Northwest, with national and international reach. Please see the list below for just some of the various accolades and honors recently bestowed upon the firm and its attorneys.