Trademark Legal Secretary  

San Francisco, CA

About the Role

• In depth knowledge of Trademark procedures, terminology, and knowledge of USPTO filings and Redbook procedures is essential.
• Highly organized and able to handle busy TM desk, including managing calendars and prioritizing workload.
• Prepares, creates, edits, and proofreads complex and practice-specific legal documents, client letters, and correspondence as directed, ensuring accuracy and completeness.
• Provides professional client relationship management with external clients.
• Utilizes ServiceNow software to open new matters, process conflict reports, prepare engagement letters.
• Tracks conflict requests submitted for large technology clients and maintains charts on all specific relevant details.
• In conjunction with Paralegals, may prepare or coordinate the preparation of Responses to Auditor Requests.
• Creates and maintains client/matter lists and communication lists.
• Organizes and accurately maintains physical and electronic documents and files in a timely manner.  Creates and maintains working files and binders as requested.
• Utilizes Firm provided software to accurately store email messages and maintain and retrieve files.
• Utilizes Outlook to schedule appointments and calendar dates. Maintains contacts in Outlook.
• Assists with time note entry, including inputting time notes, editing, proofreading, and closing them daily.
• May assist with management of complex billing details for senior partners.  Collaborates with timekeepers to manage billing process, including editing prebills (dividing entries and separating them into various task codes and/or splitting them to multiple matters), generating reports, and sending out final invoices. May assist with collection efforts. Coordinates client, matter, and timekeeper inquiries.
• Initiates client file transfer requests and client disengagements.
• May facilitate the secure transfer of case/client data in accordance with Firm data security policy.
• Provides backup support to other attorneys, paralegals, and timekeepers as needed. Volunteers for overflow work assignments when time permits and actively seeks to maximize productivity and promote teamwork. Participates in departmental projects designed to streamline workflow and/or resolve issues.
• Acts and assists as a proactive mentor for junior staff and new employees. Assists with training regarding specific Firm processes and procedures as requested.
• Arranges conference calls, video conferences, and live meetings, answers telephones, and relays messages; makes conference room reservations (Accruent), coordinates meals, multimedia, and other services as requested.
• Prepares documents including copying, scanning, and printing.
• Prepares materials for mailing and overnight delivery, including printing, assembling, and ensuring appropriate delivery.
• Receives deliveries of items, files, boxes, and routes them appropriately.
• Coordinates travel arrangements through the Firm’s travel department as requested.
• Prepares expense reimbursements, arranges for payment of invoices, and prepares check requests as needed.
• In conjunction with the Records Department, assists with organizing and preparing materials for electronic storage.
• May assist with organizing and planning events.
• Assists with preparing marketing materials as requested.
• Consistently promote and model the Firm’s Client Service Principles in leadership, teamwork, work product, and personal interaction.
• Ensure compliance with the Firm’s Information Handling Policy, including safeguarding confidential and personal information, and reporting any suspected breach appropriately and immediately.
• Adhere to the Firm’s General Safety Practices and any unique safety practices for department and building.

About you

• High School Diploma required; Associate degree preferred.
• Minimum of 3 years recent Trademark Secretary experience.
• Experience working in a large law firm preferred.
• Exceptional organizational skills and a keen eye for detail, ensuring the highest level of accuracy in all tasks.
• Ability to multi-task, prioritize work, and meet deadlines.
• Ability to work under pressure and complete job assignments in an accurate and timely manner.
• Excellent communication skills and the ability to build effective internal and external client relationships.
• Ability to interact effectively with all levels of management and staff and a variety of external entities including clients and prospective clients of the Firm.
• Highly proficient with Windows-based software used by the Firm, including MS Word, PowerPoint, Excel, Outlook, document management systems and time entry programs.
• Typing speed of 70 wpm with high level of accuracy.
• Flexibility regarding work schedule and availability to work overtime required.
• Excellent teamwork skills and commitment to delivering client service by assisting co-workers.

*Where required by law, salary ranges are stated below. Additional compensation may include a discretionary bonus, overtime as applicable, health/welfare benefits, retirement contributions, paid holidays, and PTO. The range displayed is specifically for positions performed in those cities/states and may vary based on factors including but not limited to the following: local market data and ranges; an applicant’s skills and prior relevant experience; and certain degrees, licensing, and certifications. 

**San Francisco, salary range: $80,000.00-$120,000.00, plus overtime and bonus 

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