Legal Administrative Assistant

About the Company

At Attorney Assistant, we help law firms manage the work that keeps cases moving and clients supported, including intake, follow-up, admin, legal support, and operations.

Through Staffline and Frontline, formerly known as Intake360, we provide dedicated staffing and 24/7 live intake support for U.S.-based law firms. Our team helps firms respond faster, stay organized, and build reliable support systems around their daily work.

We're growing our remote team and looking for reliable, skilled professionals who want to build long-term careers supporting law firms.

Overview

We are 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.

Hands-on experience supporting U.S. trademark matters and/or U.S. federal litigation is required. Candidates without relevant experience in at least one of these areas will not be considered for this position.

The role combines legal administrative support, document preparation, client and prospective-client communication, legal research, e-filing support, and matter management. The ideal candidate can work confidently with U.S. legal matters and provide polished, accurate support with minimal supervision.

Key Responsibilities

• Draft and respond to emails from clients and prospective clients

• Conduct initial 15-minute informational calls with prospective clients

• Explain firm procedures, services, and pricing to 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 workflows

• Assist with electronic filing and document submission processes with U.S. federal courts and/or the USPTO

• Maintain accurate client, matter, and case information in Clio

• Make and receive professional client and prospective-client calls through RingCentral

• Communicate with the internal team through Google Chat and Google Workspace

• Participate in meetings, training, and team coordination through Zoom

• Follow firm-specific procedures, deadlines, filing requirements, and administrative processes

• Maintain professional, polished, and articulate communication with clients and prospective clients

Required Skills and Experience

• Hands-on experience supporting U.S. trademark matters and/or U.S. federal litigation is required

• Previous experience as a Legal Assistant, Legal Case Manager, Executive Legal Assistant, or comparable legal support professional

• Working knowledge of U.S. legal processes related to trademarks and/or federal litigation

• Experience preparing, proofreading, formatting, and reviewing legal documents

• Familiarity with U.S. federal court and/or USPTO electronic filing procedures

• Strong written and verbal English communication skills

• Professional and confident phone communication skills, including experience speaking with clients or prospective clients

• Strong attention to detail and commitment to accuracy in legal documents and case information

• Strong organizational and time-management skills, including the ability to manage deadlines and multiple matters

• Ability to work independently while following detailed instructions and established firm procedures

• Ability to learn and consistently follow firm-specific workflows and processes

• Experience with Clio, RingCentral, Google Workspace, or similar legal and communication platforms is preferred

Schedule and Work Requirements

• Full-time remote opportunity

• Monday through Friday, 9:00 AM to 5:00 PM Pacific Time

• Must have a reliable device, stable internet connection, and quiet remote work setup.

• PTO, referral incentives, and bonuses where applicable

Note

This position requires existing hands-on experience supporting U.S. trademark matters and/or U.S. federal litigation. It is intended for candidates who can apply prior U.S. legal support experience to the role from the start.

This posting is for a current hiring need. Applicants may also be considered for similar opportunities based on their qualifications, experience, availability, and client requirements.