Legal Administrative Assistant

Vacancy ID



Richmond, California, USA

Job Type


Job description

Our client, a major Oil & Gas Company, is looking for a Legal Administrative Assistant to work in a 6 months contract position in San Ramon, CA.


  • Provides primary legal and administrative support to Patent Attorneys, Patent Agent and Legal Analysts as needed, maintaining a high level of confidentiality surrounding sensitive information and data.
  • Provides backup legal and administrative support to additional members of the Intellectual Property Law Group, as needed in times of heavy demands and/or absence of other team members..
  • Analyzes and collects patent application information and documentation, as required.
  • Maintains and manages patent docket to ensure deadlines are met.
  • Generates reports, presentations and other communications as required, utilizing various software and applications, such as MS Office and IP Manager.
  • Reviews work product to ensure it is of high quality and meets department standards.
  • Organizes and coordinates meeting logistics for daily, weekly, monthly and annual events like catering, scheduling meeting rooms, arranging WebEx conference calls, connecting video conferences, facilitating meetings, and e-mailing meeting notices, agendas and other key informations.
  • Makes travel arrangements for both domestic and international travel.
  • Assists with any travel related visa/immigration document preparation.
  • Effectively communicates with domestic and international locations to coordinate requirements for travel logistics and meetings.
  • Prepares travel expense reports which include inputting, tracking and reconciling.
  • Scan documents into the legal software system.
  • Assists with other duties and special projects, as assigned by Managing Counsel, San Ramon and Richmond Legal Services Supervisor and other team members.

Required Qualifications:

  • 5-7 years experience filing and prosecuting US and Foreign patent applications.
  • Intermediate to advanced MS Office (Adobe (PDF), PowerPoint, Word, Excel, Outlook, TEAMS, OneNote, etc.)
  • High School Diploma or equivalent.

Preferred Qualifications:

  • Bachelors degree
  • Patent Paralegal Certificate
  • Notary Public
  • Experience working with IP Manager or other docketing software
  • General knowledge of the oil and gas industry