Legal Assistant & Client Services Liaison (San Diego, CA)

In-Office: San Diego, CA

Legal Assistant

Do you enjoy supporting a team of busy Attorneys and driving timelines? Are you proactive with a high sense of urgency, ensuring that clients’ questions and concerns are addressed in a timely manner, communicating professionally and with respect?

If so, keep reading:

We are looking for a Legal Assistant who will ensure that our clients and Attorneys are updated regularly on the progress of cases. Join us and be a part of our collaborative, open-door company culture, where we value learning and opportunities for growth. With offices in San Diego, Bakersfield and Irvine, our experienced team of Attorneys pride themselves in providing the maximum amount of Intellectual Property protection available to our clients throughout California.

To be successful in this role:

YOU ARE AN EXCELLENT COMMUNICATOR on the phone and in written communications and can clearly articulate clients’ needs, asking the right questions and following up to get the necessary information. You are able to maintain open channels of communication with clients by building trust and keeping them informed of progress on cases in a timely manner.

YOU HAVE EXCELLENT ORGANIZATION SKILLS AND PERSISTENTLY FOLLOW UP on deadlines with Attorneys and clients necessary to drive cases forward. You identify, prioritize and complete tasks by order of importance and urgency and create hard and soft deadlines while tracking a high volume of prospective/current client calls, documents and emails.

YOU ARE A CONTINUOS LEARNER displaying a willingness to learn new things and an eagerness to take on new tasks and assignments that are in and outside of the job description. You thrive on improving processes and procedures by creating strategies to improve operations that will better support the team.

ESSENTIAL DUTIES MAY INCLUDE:

In the first 30 days and ongoing:

1. Reviews a few patent and trademark files hand in hand with the Attorney team to learn the process and how to proof-read them and identify information to focus on.
2. Attends/Co-leads docket meetings and learns how the team shares information and updates everyone on the different cases that are being worked on.

By the 90-day mark and ongoing:

1. Owns the process of conducting initial client intake calls; asking clients the correct questions to understand the type of Intellectual Property services that they need.
2. Sends out client engagements in a timely manner, inputs client information in the billing system, and receives and records client agreements.
3. Has a foundational understanding of our processes and procedures for patents, trademark, and copyright services.
4. Corresponds with different clients, establishing protocols for following up with them and explaining what documents and information is needed to move their projects forward.

Within the 6th to 12th month mark and ongoing:

1. Fully understands the administrative side of the role, i.e., client intake calls, maintaining client contact database, litigation support, patent and trademark prosecution, billing, and other deliverables that are required for specific projects. Holds the clients accountable for submitting administrative documents on time and with the utmost accuracy.
2. Maintains a “do-what-it takes” attitude and willingness to learn new project related tasks.
3. Begins working more in the workflow of Business Development, following up with new, existing, and prospective clients to promote Eastman IP’s legal services.
4. Once approved, implements strategy to streamline processes and convert paper files to digital forms.
5. Supports Interns with regular, consistent, and thoughtful feedback to help keep them on a path for growth.

EDUCATION, SKILLS & EXPERIENCE:

1. High School Diploma or GED required
2. BA/BS degree in Business or related field a plus
3. Experience working within an Intellectual Property Law firm a plus
4. Paralegal certificate a plus
5. Knowledge of U.S. Patent and Trademark Office procedures a plus
6. Familiarity with court filing systems such as E-File in State and Federal courts a plus
7. Proven knowledge and understanding of legal operations, processes, and documentation
8. Good verbal and written communication skills; ability to hold conversations over the phone required
9. Dynamic, friendly, and team-oriented individual required
10. 1+ year experience of strong organizational and administrative skills; ability to identify and track many tasks from start to completion required
11. Demonstrated ability to handle case inquiries, plans, client questions, and submit information to Attorneys a plus
12. Advanced computer skills working with various programs including MS Outlook, Word, Excel, and PowerPoint required, Microsoft office certification a plus

WHO WE ARE:

At our firm, we value and emphasize a family friendly working environment. Family is first in this firm and that is exemplified through our employees coaching youth sports, volunteering in schools, and attending school events. We promote a low stress and an open-door environment where everyone is free to ask questions and collaboration is highly encouraged. We are team oriented, not role oriented, and we assign tasks and give opportunities based on that team member’s ability, not their title. Are you ready to join a team of exceptional Attorneys and continue your professional growth?

BENEFITS:

Competitive Wages, Health Benefits Package, Paid Holidays, Vacation & Sick time