Executive Assistant

$50,000 - $60,000/Yr

Nk Patent Law - Raleigh, NC

Full-time - Entry Level

Raleigh, NC

11-50 employees

Professional, Scientific, and Technical Services

About the position

We are seeking a highly organized, proactive, and detail-oriented executive assistant for a full-time, in-person role (with WFH on Fridays) to support the managing attorney of a growing 15-person intellectual property boutique law firm located in Raleigh, NC. You will play a key role in managing email communications, ensuring timely execution of tasks, and assisting with patent-related administrative tasks. This role has the potential to evolve into a full Patent Paralegal role, if desired.

Responsibilities

• Manage and prioritize the managing attorney's email inbox, independently sorting high-priority emails and responding to or delegating less critical matters.
• Organize and track tasks, deadlines, and follow-ups that stem from emails, making decisions to address issues without needing constant oversight.
• Develop and maintain systems for efficient workflow, allowing the managing attorney space to focus on substantive work and decision-making.
• Act as a gatekeeper for the managing attorney's time by independently coordinating and scheduling meetings, calls, and appointments.
• Prepare summaries of key information or decisions from emails for the managing attorney's review, exercising judgment on what to escalate.
• Communicate with clients, staff, and external parties on behalf of the managing attorney to ensure smooth daily operations.
• Take initiative in project management tasks, tracking deadlines, making decisions to keep tasks on track, and ensuring completion without requiring frequent guidance.
• Assist with preparing and filing patent applications, responses to office actions, and other patent prosecution-related documents.
• Coordinate with the U.S. Patent and Trademark Office (USPTO) and foreign associates regarding patent filings and formalities, making decisions on day-to-day administrative actions.
• Manage patent portfolios, track deadlines, and ensure timely maintenance fee payments with minimal supervision.
• Assist with patent-related client communications, managing follow-ups and inquiries autonomously.

Requirements

• Exceptional organizational skills and attention to detail, with the ability to manage multiple tasks and priorities independently, without losing track of open tasks.
• Expertise in Gmail and Microsoft Word, with the ability to manage high-volume communications and generate professional documents efficiently.
• Excellent written and verbal communication skills, with the ability to draft professional correspondence and respond effectively on behalf of the managing attorney.
• Strong decision-making ability, with a focus on self-management and exercising sound judgment in handling tasks without constant supervision.
• Strong time management skills, with the ability to set priorities and keep projects on track autonomously.
• A proactive mindset, with the ability to anticipate needs and act ahead of time.
• Comfortable working in a fast-paced environment with rapidly changing priorities and able to adjust on their own initiative.

Nice-to-haves

• Microsoft Excel: 1 year (Preferred)
• Microsoft Powerpoint: 1 year (Preferred)

Benefits

• 401(k) matching
• Health insurance
• Health savings account