[Remote] Executive Assistant
Note: The job is a remote job and is open to candidates in USA. Kennedy Lenart IP LLP is seeking a highly capable Executive Assistant to support a small group of firm partners and senior leaders in a fast-moving, technology-driven patent practice. The role involves providing direct support to leadership, handling administrative tasks, client communications, and operational responsibilities to free up senior team members for high-value work.
Responsibilities
- Provide direct support to firm partners and senior leadership
- Draft and format emails, including client communications and scheduling outreach
- Coordinate meetings, including invention disclosure calls and client discussions
- Assist with preparation of patent figures, flowcharts, and basic visual materials
- Perform light accounting tasks (invoicing support, tracking, and administrative finance tasks)
- Perform basic work record review to ensure completeness and accuracy of administrative and billing information
- Assist with tracking foreign counsel fees and preparing summaries of items ready for payment
- Help manage inboxes, calendars, and general administrative workflows
- Handle general operational tasks (document organization, file management, process support)
- Assist with basic quality checks and first-pass reviews of documents
- Follow established processes and help keep workflows organized and running smoothly
- For Central Texas-based candidates: handle in-person responsibilities, including regularly checking and scanning mail and providing direct executive support (errands, logistics, and coordination)
Skills
- Strong general computer proficiency (documents, spreadsheets, email, basic tools)
- Highly organized with strong attention to detail
- Reliable, responsive, and able to follow through on tasks without close supervision
- Experience in an administrative or executive assistant role
- Familiarity with patent drafting, patent figures, or technical documentation
- Experience with tools such as Microsoft Visio, PowerPoint, or similar diagramming tools
- Basic familiarity with invoicing, billing, or accounting support tasks
- Graphic design or visual formatting experience
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