What are the responsibilities and job description for the Legal Secretary position at Kent Daniels and Associates, Inc.?

Position : Legal Secretary

Location : San Francisco, CA (Hybrid - onsite; 3-4 days / week)

Pay : $85,000 to $120,000 annually

Experience : 3 years experience; trademark law experience highly desired, to support IP / Trademark partners with practice responsibilities and client relationships with a high-level of professionalism, attention to detail, and discretion.

Education : High school diploma or GED equivalent required. Bachelor's degree or equivalent work experience preferred.

Type : Full-time; Direct Hire

Schedule : Monday – Friday, 9 : 00am to 5 : 30pm (7.5-hour day with flexibility for occasional overtime)

Kent Daniels & Associates is seeking a Legal Secretary to join our dynamic law firm client!

Job Description :

Filing / eFiling in Federal Courts with knowledge of TTAB filing procedures.

Communicating with clients and IP / trademark team about deadlines and filings.

Creating spreadsheets to track team assignments and client requests.

Handling confidential information with discretion and maintain data integrity.

Preparing / serving discovery requests and response shells according to court requirements.

Preparing pleading shells for motions, notices, and other court documents.

Researching federal, appellate, and state court procedures, including Local Rules and Judge’s Standing Orders in preparation for court filings.

Navigating court docket portals to locate filed documents and reserve hearing dates.

Generating Table of Contents (TOC) and Table of Authorities (TOA) for briefs using Best Authority.

Preparing production documents, including Bates stamping.

Assisting with deposition and trial preparation, including preparation of exhibit binders.

Tracking deadlines and status of cases / matters and updating attorneys / docketing department on deadlines.

Scheduling court hearings and depositions and arranging mediation / arbitration services, court reporting services, and meeting rooms.

Preparing for client meetings, deal closings, hearings, trials, and depositions.

Managing calendars, matter related deadlines, and travel schedules; arrange travel and provide summaries with clear and timely communication to all those impacted by changing schedules.

Coordinating meetings / events with Firm concierge resources on logistics and execution.

Collecting / submitting information to open new matters and run conflicts; drafting engagement letters; communicating client specific requirements regarding billing and matter management.

Preparing Audit Letter Requests (ALQ) and drafting responses to client auditors.

Tracking / processing expense reimbursements / vendor invoices.

Creating / formatting / revising documents, correspondence, and other materials using firm software.

Maintaining / updating contact lists, create labels and coordinate mailings.

Entering attorney billable time; reviewing / editing pre-bills for submission to billing department, coordinating with assigned Biller to finalize bills, tracking work in progress and account receivables.

Position Requirements :

Proficiency with MS Office (Word, Excel, PowerPoint, Outlook, Teams) Adobe software, virtual meeting software, and strong document formatting / data entry skills required.

Must have a deep knowledge of trademark procedures, terminology, and concept; and be highly organized with strong time management skills to maintain IP desk in a fast-paced, deadline-driven, environment.

Must be able to work with frequent interruptions and adapt to changes in workflow.

Ability to maintain strict confidentiality with respect firm matters is essential along with the ability to communicate with courtesy and diplomacy to all staff and clients.

Kent Daniels & Associates is part of Array Corporation , the leading technology-enabled workforce solutions company whose mission is to fix how labor is bought, sold and delivered to enable universal access to the American Dream.

Qualified applicants with arrest or conviction records will be considered for employment in accordance with the California Fair Chance Act.

We are proud to be an Equal Employment Opportunity and Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.