Paralegal Executive Assistant

Position Summary:
The Paralegal Executive Assistant (EA) will support the legal team by handling a range of paralegal and administrative tasks. This position is critical in ensuring that legal operations run smoothly and efficiently, contributing to the overall success of the organization. The ideal candidate will possess strong organizational skills, attention to detail, and experience in legal support, enabling them to assist in both legal and executive administrative capacities.

Key Responsibilities:

1. Legal Support:
Assist with the preparation, organization, and filing of legal documents, such as contracts, agreements, and compliance forms.
Conduct legal research and gather information for cases, filings, and reports as requested by the legal team.
Review and organize documents relevant to ongoing projects, maintaining databases and ensuring data accuracy.
Support in the drafting, formatting, and proofreading of legal documents for consistency, clarity, and accuracy.
2. Executive Support:
Manage calendars, schedule meetings, and coordinate travel arrangements for executives within the legal department.
Prepare presentations, meeting agendas, and briefing materials for executive use.
Act as a liaison between executives, internal teams, and external stakeholders to streamline communication and maintain confidentiality.
3. Case and File Management:
Maintain filing systems, ensuring all legal documents are securely stored, labeled, and easily accessible.
Assist with case intake processes, document management, and tracking deadlines for filings, hearings, and responses.
4. Communication and Correspondence:
Handle communication with external parties, including clients, regulatory agencies, and opposing counsel, ensuring timely and professional responses.
Draft and distribute correspondence, notices, and legal updates as directed by the legal team.
5. Administrative and Operational Support:
Organize and support the logistics of legal department meetings, conferences, and special projects.
Maintain and update legal databases, including client records and case files.
Assist in processing invoices and tracking budgets for legal expenditures.
6. Patent Application Support:
Assist in preparing and filing patent applications with the United States Patent and Trademark Office (USPTO) and other international patent offices.
Conduct preliminary patent searches and gather relevant technical and scientific information.
Prepare and review documents for submission, ensuring compliance with patent office requirements and deadlines.
7. Legal Research and Analysis:
Conduct legal research on patent laws, regulations, and case law as needed.
Analyze and summarize legal documents and technical literature relevant to patent matters.
Qualifications:
-Education: Bachelor’s degree in Legal Studies, Business Administration, or a related field; Paralegal certification preferred.
-Experience: Minimum of 2 years of experience in paralegal, legal assistant, or executive assistant roles, with a strong track record of administrative and executive support.
-Skills:
Proficiency in legal research tools, MS Office Suite, and case management software.
Exceptional written and verbal communication skills.
Strong organizational and time-management skills, with the ability to prioritize tasks.
Attention to detail and ability to handle confidential information with discretion.
Ability to work independently and collaboratively within a team environment.
Ability to work collaboratively within a team environment and support multiple attorneys and staff members.