Legal Administrative Assistant

Robins Kaplan LLP; Redwood City (CA); Hybrid; USD 68,000 - 130,000; Full time

Job summary

Robins Kaplan LLP in Silicon Valley is seeking a Legal Administrative Assistant to support our Business Litigation and Intellectual Property practice groups. This role demands a high degree of professionalism, confidentiality, discretion, initiative and dependability while providing administrative and legal support.

The position operates on a hybrid model (3 days in office, 2 remote days). Responsibilities include e-filing, docketing, travel coordination, billing, and support for the attorneys

Qualifications

• Associate’s or Bachelor’s degree desired.
• 10 years of experience as a Legal Administrative Assistant.
• Familiarity with USPTO and TTAB filings preferred, but not required.

Responsibilities

• E-file in state, federal, appellate courts, and TTAB.
• Docket court dates and case deadlines.
• Monitor trademark deadlines and docket filings.
• Prepare fee agreements and client letters.
• Coordinate deposition and trial logistics.
• Prepare and file documents with the USPTO and TTAB.
• Manage physical and electronic case files.
• Process bills and prepare invoices.
• Perform day-to-day administrative functions.

Skills

Client service

Attention to detail

Organizational skills

Communication skills

Legal terminology

Judgment & discretion

Data interpretation

Professionalism

Work under pressure

MS Office

Education

Associate’s or Bachelor’s degree

Tools

Word

Outlook

Excel

PowerPoint

Document management system

Job description

Purpose

Robins Kaplan is seeking a Legal Administrative Assistant to support our Business Litigation and Intellectual Property practice groups in our Silicon Valley office. The Legal Administrative Assistant provides administrative and legal support to attorneys, other legal professionals, and supervisors in the fulfillment of their responsibilities with the law firm. The position requires a high degree of professionalism, confidentiality, discretion, initiative, flexibility, and dependability.

WHERE YOU WILL WORK

This role is designated for a hybrid work schedule with 3 days in office per week to facilitate collaboration with key stakeholders and 2 remote days per week.

Essential Functions

• E-file in state, federal, appellate courts, and TTAB
• Docket court dates and case deadlines
• Monitor trademark deadlines and docket filings
• Prepare fee agreements and client letters
• Coordinate deposition and trial logistics
• Register and log attorney admissions
• Prepare and file documents with the USPTO and TTAB
• Manage physical and electronic case files
• Coordinate travel logistics and itineraries
• Process and reconcile expenses
• Organize meeting and event logistics
• Prepare and distribute meeting materials
• Draft correspondence and prepare reports
• Conduct research and draft summaries
• Assist with business development and social media efforts
• Perform file openings and conflict checks
• Process bills and prepare invoices
• Track and file Continuing Education credits
• Submit and log memberships and registrations
• Provide back-up support to other assistants
• Perform day-to-day administrative functions, such as: schedule meetings, prioritize mail, answer correspondence, screen and place phone calls, organize and maintain files, make reservations, etc.
• Complete additional duties as requested

Knowledge / Skills

• Outstanding client service with a can-do attitude
• High attention to detail, outstanding organizational skills, and the ability to manage time effectively
• Strong verbal and written communication skills, including: spelling, grammar, and proofreading proficiency
• Knowledge of legal terminology, life of case timelines, and court processes
• Use initiative and independent judgment within established guidelines
• Interpret data accurately and present information concisely
• Exercise discretion in handling confidential, controversial, or sensitive information
• Demonstrate high degree of professionalism
• Work well under pressure to meet tight deadlines
• Word, Outlook, Excel, PowerPoint and document manage system proficiency

Education & Experience

• Associate’s or Bachelor’s degree desired
• 10 years of experience as a Legal Administrative Assistant
• Familiarity with USPTO and TTAB filings preferred, but not required

Physical Demands

• Individual will interact regularly with others verbally, in-person, and via written communication
• Operate computer and other office equipment such as a copy machine, printer, telephone, etc.
• Ability to move/traverse about the office intermittently throughout the day (attend meetings, access file cabinets, obtain supplies from supply room, etc.)
• Must be able to remain in a stationary position for long periods of time (working at a computer)
• Repetitive movement (i.e. heavy computer/keyboard use)
• May require occasional light lifting (files, copy paper, etc.)

In Addition To The Essential Functions Outlined Above

• Individual in this position will provide additional assistance and support as directed by his/her supervisor
• This job description is subject to change at any time

The hourly pay rate for this position is $32.82- $62.56 per hour, depending on experience. This is a non-exempt position eligible for overtime. Actual pay will be adjusted based on experience and other job related factors permitted by law.

It is the policy of Robins Kaplan LLP to provide equal employment opportunities for all without regard to race, color, religion, gender, gender identity/expression, sexual orientation, age, national origin, disability or any other status protected by federal, state or local law. It is also our policy to work with individuals with disabilities when reasonable accommodations, sufficient to allow a person with a disability to perform the essential functions of their job, may be needed. It is our policy to be a workplace free from illegal discrimination and harassment.