Legal Executive Assistant

VideoLabs; San Francisco (CA); Hybrid; USD 120,000 - 155,000; Full time

Job summary

VideoLabs is seeking an Executive Assistant to support the Chief Operating Officer in managing day-to-day activities with discretion and confidentiality. This role includes light paralegal tasks related to IP and licensing, plus administrative duties across executive calendar and travel planning.

The ideal candidate will have proven executive-support experience, strong organizational skills, and the ability to handle high-pressure, fast-paced environments while maintaining professionalism and

Qualifications

• Proven administrative experience supporting executive-level management.
• Exceptional organizational and time-management skills.
• Ability to work independently and manage multiple priorities in a fast-paced environment.
• Strong attention to detail, discretion, and communication skills.
• Comfortable handling confidential information and working with multiple stakeholders.
• Experience with paralegal tasks and legal document handling is a plus.

Responsibilities

• Develop and format PowerPoint presentations and management materials.
• Create, format, and file documents electronically (letters, memos, reports, spreadsheets).
• Assist with secure special projects, research, and presentations as needed.
• Support light paralegal tasks: organize IP, licensing, contracts, and filing deadlines.
• Manage corporate and legal calendars and secure document storage.
• Oversee SF Bay Area office operations and vendor coordination.
• Coordinate CEO schedule, travel, and meetings including video conferencing.

Skills

Executive support

Calendar management

Administrative coordination

Travel planning

Document drafting

Confidentiality

Microsoft Office

Paralegal exposure

Education

Bachelor's degree (preferred)

Associate degree in paralegal studies or ABA-approved certificate (preferred)

Tools

Microsoft Office

Outlook

Job description

Job Title: Legal Executive Assistant

Location: SF Bay Area (Hybrid)

Reports to: Chief Operating Officer

Comp: DOE $120-$155k per year + bonus eligible

Must be legally authorized to work for any US employer without sponsorship.

THE COMPANY

VideoLabs is a professional intellectual property services company with its headquarters in San Francisco Bay and a presence in Europe and Asia. We serve our clients globally with trusted executive, business, technical, legal, and licensing expertise. We serve the technology industry through focused patent aggregation, licensing programs, and consulting and expert services.

VideoLabs' vision is to optimize the global high-tech intellectual property environment to be efficient, respected, and balanced. This will allow technology companies to have predictable, low-cost design freedom and will provide fair and just compensation to innovators who create impactful patented inventions. VideoLabs is well funded, has a core team of highly experienced business, intellectual property, and legal experts, and is rapidly growing across all aspects of its business. More information is available at www.videolabsinc.com

As an Executive Assistant at VideoLabs, you will be a pivotal team member responsible for supporting our executive team in managing their day-to-day activities while ensuring the highest level of discretion and confidentiality. You will anticipate the needs of your team and help them stay focused on their priorities by resolving operational and administrative issues before they arise. This role also includes light paralegal-type work in support of our IP and licensing business, so candidates comfortable around legal documents and processes will thrive here. If you are a proactive, organized, and highly motivated professional, we invite you to join our team.

RESPONSIBILITIES

Paralegal and company function support

1. Develop and improve PowerPoint presentations and other materials for the Senior Management team.
2. Create, format, and file documents electronically including letters, memos, trip reports, itineraries, status reports, spreadsheets (Excel), and other related documents.
3. Assist with secure special projects, research, and presentations as required.
4. Support light paralegal-type tasks, such as organizing and tracking IP, licensing, and contract-related documents, monitoring key filing and renewal deadlines, preparing document drafts and correspondence for attorney review, and coordinating with outside counsel on document requests.
5. Develop and maintain calendar of corporate and legal dates across company functions.
6. Maintain and organize secure corporate documents, files, and records, including sensitive legal and licensing files.

Executive admin

1. Efficiently manage the constantly changing schedule of our CEO, coordinating meetings, appointments, and travel arrangements with an emphasis on security and privacy.
2. Manage complex calendars and scheduling in Outlook and prepare for and set up meetings including video conferences, internal meetings, customer meetings, and conference calls.
3. Arrange travel logistics, emphasizing security and privacy, including flights, accommodations, and itineraries.
4. Plan and organize internal and external programs and events and manage event logistics in collaboration with internal partners and external vendors, including agenda creation, logistics, and catering.

Office Management Support

1. Oversee day-to-day office management in our SF Bay Area office, including maintaining office supplies and equipment, coordinating with vendors and building management, and ensuring a well-organized, professional office environment.
2. Execute expense management activities with some guidance.
3. Collaborate with other team members to provide administrative support while upholding the highest standards of confidentiality.

QUALIFICATIONS

1. Proven administrative experience supporting executive-level management
2. Exceptional organizational and time-management skills
3. Ability to work independently, organize work, set priorities that accurately reflect the relative importance of job responsibilities, handle several projects simultaneously, and adapt to frequent schedule changes and interruption
4. Strong attention to detail, communication and interpersonal abilities with a focus on discretion
5. Comfortable working with multiple stakeholders
6. Demonstrated skill in assessing timelines and coordinating numerous assignments and projects simultaneously under heavy and constantly fluctuating workloads and conflicting deadlines
7. Proficiency in Microsoft Office Suite
8. Able to work during normal business hours as well as occasional night and light weekend work
9. Adaptability and the ability to handle fast-paced, high-pressure situations
10. A profound commitment to safeguarding confidential information
11. A Bachelor's degree is a plus
12. An associate degree in paralegal studies, a certificate from an ABA-approved paralegal program, or equivalent hands-on paralegal experience is a plus
13. Experience drafting and organizing legal documents and correspondence, conducting legal research, and tracking filing and compliance deadlines under attorney supervision is a plus
14. Experience with Claude or similar AI tools to support research, drafting, and administrative workflows is a plus