[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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