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Legal Secretary (Trademark)

Fenwick & West, LLP
Mountain View, CA
United States

Fenwick & West is a top-tier law firm with an open and inclusive culture. With more than 400 lawyers and 400 employees in Silicon Valley, San Francisco, Santa Monica, Seattle and New York, we work with companies on the cutting edge of technology, life sciences and cleantech. For more than four decades, our firm has helped some of the world's most recognized companies become and remain market leaders. We are proud to have been named one of the Best Places to Work in the Bay Area for the twelfth year.

Fenwick is seeking a Legal Secretary who will be responsible for a variety of administrative tasks to support assigned attorneys and paralegals. The Legal Secretary will provide exceptional and personalized customer service to enhance communication, and support attorney/client relationships while consistently producing high volume and quality work to meet the needs of the firm.

Responsibilities Include:
- Serve as a point of contact for the attorney’s assigned workgroup to ensure all work is of the highest quality and completed promptly.
- Collaborate with secretarial group and team members to ensure attorney and client needs are met.
- Answer telephones and record messages. Check attorney voicemail as directed. - - - Retrieve and transcribe voicemail messages.
- Draft non-routine correspondence from brief notes or verbal instructions; type and prepare various documents, forms, correspondence, and memoranda utilizing Microsoft Office Suite.
- Proofread material for grammatical, typographical, and spelling errors.
- Prepare spreadsheets utilizing basic formula calculations, sorting, hiding/unhiding columns, formatting cells, setting up page layout including print area and print titles.
- Create presentation materials for client pitches/seminars, utilizing Slide Master, Presentation Views, Design Themes, Layouts, Animations/Effects and inserting graphics.
- Convert documents from PDF to Word, insert/remove pages, bookmark, redact documents and enable OCR formatting for searching capabilities.
- Ensure compliance of the new business approval process; perform preliminary conflicts checks, prepare conflict waiver letters and engagement agreements.
- Upload documents and correspondence to client Propel/ShareRooms or Extranet ensuring compliance with firm’s protocols and procedures.
- Prepare check requests, as well as processing invoices and reimbursements.
- Review monthly bills for consistency, accuracy and spelling; check bills for consistency against special engagement terms (deferrals, rates, caps, etc.).
- Prepare document mailings and track delivery
- Schedule messengers and other vendors for pick-up and delivery of documents.
- Prepare travel arrangements (including research and maintenance of routine travel information such as frequent flyer numbers and personal preferences).
- Coordinate meeting and conference room planning (including technology and services needed).
- Maintain attorney State Bar documentation and process MCLE forms.
- Maintain CRM database with attorneys’ client information, opportunities, business development efforts, and business relationships.
- Maintain and update attorney calendar with relevant and critical information.
- Coordinate with paralegals and attorneys for client filings/mailings.
- Responsible for attorney’s time submissions and ensure compliance with firm’s timekeeping protocols.

Desired Skills and Qualifications:
- General knowledge of foreign and domestic Trademark prosecution and dispute matters (at least five years).
- Strong interpersonal skills and ability to support positive working relationships and effectively communicate, interact, and follow instructions in a demanding environment with a diverse group of attorneys, staff, clients and vendors with demonstrated poise, tact and diplomacy.
- Effective time management and organizational skills.
- Ability to adapt to changes in the work environment and handle unexpected events.
- Ability to work proactively and independently with minimal supervision but also works well within a team.
- Ability to identify areas and processes for improvement and takes action to implement change.
- High level of accountability; consistently meeting agreed-upon commitments.
- High level of technical skills in MS Office Suite (Word, Excel, Outlook, and PowerPoint), Adobe Acrobat, and other firm software applications.

Reporting to the Legal Administrative Services Manager, the qualified candidate will have 5+ years of experience preferably in a law firm or professional services environment.

To be fully considered for this position, please apply directly online:

COVID Vaccine Policy:
On July 7, 2021, Fenwick implemented a policy requiring all new hires to receive the COVID vaccine. Proof of vaccination will be required as a condition of employment. Fenwick will continue to comply with applicable laws regarding the reasonable accommodation of individuals with disabilities and/or strongly held religious beliefs. This policy is part of Fenwick’s ongoing efforts to ensure the safety and-well-being of our employees and community, and to support public health efforts.