IP Practice Assistant- 3679074

Job Title: IP Legal Practice Assistant

Location: San Francisco, CA 94111

Salary/Payrate: $110K-$135K

Work Environment: 3 days onsite (Wednesdays are mandatory)

Term: Permanent

Bachelor’s degree required: Yes

Referral Fee: AMS will pay $500 should the person you refer gets
hired

Job Description:

The IP Legal Practice Assistant will work directly with multiple
partners and senior associates to manage lawyers’ practices and
complete complex administrative tasks. Those in this role are key
representatives and thought partners for their supported lawyers,
their practice areas, and teams. They possess and utilize
knowledge of practice area-specific processes, legal terminology,
and client requirements to identify and resolve issues. They work
with lawyers, other timekeepers, and Firm departments to achieve
continuity of client service. The hallmarks of a Senior Practice
Assistant are exceptional organizational skills, sound judgment
and decision-making abilities, effective multi-tasking,
prioritizing, and meeting deadlines.

Responsibilities:

* Creating, editing, and proofreading correspondence and practice
area-specific legal documents, generating document comparison
reports, document and binder assembly, mailings
* Creating and editing charts and spreadsheets containing basic
formulas
* Creating and editing PowerPoint presentations
* Responding to general client inquires, which may be billable or
non-billable, and meeting client requests and expectations in a
timely and consistent manner (e.g., document revisions, scanning
records to PDF, applying naming conventions to file,
photocopying, etc.)
* Preparing and coordinating court and other legal filings
(physical and ECF)
* Providing trial and hearing support
* Assisting with new business intake process (submitting conflict
checks, drafting file opening requests, drafting engagement
letters)
* Maintaining an organized system for electronic files, including
scanning files and running critical checks to ensure files and
records are saved properly to the Firm’s document management
system
* Maintaining an organized system for physical files including
intake, retention, retrieval, and transfer of records
* Coordinating, entering, and editing daily time recording for
timekeepers
* Preparing monthly client invoices (including reviewing bill
narratives and making edits, critical attention to pertinent
details such as billing rates, client billing requirements,
applicable discounts, etc., forwarding to and following-up with
reviewers, submission, status tracking, and transmittal to
clients)
* Understanding and drafting alternative fee arrangements
* Working with lawyers to produce client and matter budgets,
track payments received and status of collections, assisting with
collection efforts
* Preparing and submitting expense reimbursement reports
* Coding and submitting vendor invoices for payment
* Utilizing other Firm resources, such as internal library,
Internet, etc. to perform research
* Assisting with administrative support such as Continuing Legal
Education tracking, attorney licensing renewals, etc.
* Coordinating arrangements, logistics and obtaining required
approvals for domestic and international travel utilizing the
Firm’s travel provider
* Answering and placing telephone calls, maintaining timekeeper
calendars and client contact lists, scheduling meetings and
coordinating logistic
* Assisting with training and providing orientation for new
and/or less experienced staff members
* Assisting other Practice Assistants and Senior Practice
Assistants with overflow work, providing back-up legal and/or
reception support, providing support at client services functions
and events
* Providing occasional marketing and business development support
* Performing other relevant administrative duties as directed by
manager, lawyers, practice area leaders, coordinators or
department heads to assist with practice development initiatives
and project work

Qualifications/Requirements:

* Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
* Document management system such as iManage
* Document template and processing systems such as Forte, Litera
Compare
* Expense reimbursement and vendor invoice payment systems such
as Concur, Basware
* Billing applications such as Intapp Time, Paperless Proforma,
Elite Enterprise, 3E
* File Management Systems such as FileTrail
* Portable Document Format files (PDF) editor software such as
Adobe Acrobat Pro
* Other business process applications such as Metastorm,
DocuSign, eFax, PS Ship
* Typing speed of 65 words per minute or above
* Occasional overtime work is required according to practice or
business needs.