We’re Hiring: Executive / Legal Administrative Assistant

Important Notice to Applicants:

Please note that we are only contacting and communicating with candidates through OnlineJobs or our dedicated company HR email address. Any applications or direct contact made outside of these channels, including email s, social media messages, direct messages to our CEO, or messages sent to our general company email , will not be considered and will be automatically declined.

About Us

We are a dynamic group of companies operating across multiple industries, including law, virtual staffing, and business coaching. Our mission is to provide innovative solutions in legal services, empower businesses through strategic coaching, and connect top-tier talent with growing companies. Through our virtual staffing division, we specialize in matching highly skilled Virtual Assistants with clients, ensuring businesses gain the right support to grow and thrive. We are fast-paced, growth-focused, and committed to excellence in every aspect of our work.

We’re looking for an experienced Executive / Legal Administrative Assistant to support a California-based law firm specializing in U.S. intellectual property, trademarks, and federal litigation.

REQUIRED EXPERIENCE

Candidates must have prior hands-on experience supporting U.S. trademark matters and/or U.S. federal litigation.
This is a key requirement for the role. Candidates without relevant U.S. trademark and/or federal litigation experience will not be considered.

Position: Executive / Legal Administrative Assistant
Work Arrangement: Remote
Schedule: Monday–Friday, 9:00 AM–5:00 PM Pacific Time
Practice Areas: U.S. Intellectual Property, Trademarks & Federal Litigation

What You’ll Do

Draft and respond to client and prospective-client email s.
Conduct initial 15-minute informational calls with prospective clients.
Discuss firm procedures, services, and pricing with prospective clients.
Proofread, format, and finalize legal documents for U.S. federal court and USPTO filings.
Assist with legal research and legal drafting.
Support U.S. trademark matters and federal litigation.
Assist with electronic filing and document-submission processes.
Maintain accurate client and matter records in Clio.
Make and receive calls through RingCentral.
Communicate internally through Google Chat and Google Workspace.
Participate in meetings and training through Zoom.
Maintain a professional, polished, and articulate communication style with clients and prospective clients.
Required Qualifications

Required: Hands-on experience supporting U.S. trademark matters and/or U.S. federal litigation.
Previous experience as a Legal Assistant, Legal Case Manager, Executive Legal Assistant, or comparable legal support professional.
Strong understanding of U.S. legal processes relevant to trademarks and/or federal litigation.
Experience with legal document preparation, proofreading, and formatting.
Familiarity with U.S. court and/or USPTO electronic filing procedures.
Excellent written and verbal English communication skills.
Professional and confident phone presence.
Strong attention to detail and commitment to accuracy.
Ability to work independently while following detailed instructions and established processes.
Strong organizational and time-management skills.
Ability to learn and consistently follow firm-specific procedures.

Preferred: Experience with Clio, RingCentral, Google Workspace, and other legal technology platforms.

The Ideal Candidate
You are an experienced legal support professional who already understands the expectations of working with U.S. legal matters. You can confidently support trademark and/or federal litigation workflows, prepare and review legal documents, navigate e-filing processes, and communicate professionally with clients and prospective clients.
This position is not intended for candidates without U.S. trademark or federal litigation experience. The ability to apply existing U.S. legal support experience from day one is important to the firm's needs.

If you meet the required experience and are ready to support a U.S. law firm specializing in intellectual property, trademarks, and federal litigation, we encourage you to apply.