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Legal Secretary / Administrative Legal Assistant

Forme Science
Los Angeles, CA

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Job Details

Full-time
$22 - $28 an hour

Qualifications

Meeting minutes
Google Workspace
Microsoft Excel
Attention to detail
Organizational skills
Appointment scheduling
Meeting agenda preparation
File organization
Office experience

Full Job Description

Job Summary

We are seeking a highly organized and detail-oriented Legal Secretary to provide comprehensive administrative and clerical support to our team and executives. This role requires a proactive individual with exceptional document management skills, strong attention to detail, and experience supporting legal and intellectual property (IP) workflows. The ideal candidate will excel at managing legal correspondence, coordinating filings, maintaining accurate records, and ensuring smooth day-to-day legal and administrative operations, including IP portfolio organization and support.

Responsibilities

Provide administrative support to attorneys and executives, including calendar management, scheduling meetings, and coordinating deadlines using Microsoft Outlook Calendar and Google Workspace.
Prepare, format, proofread, and file legal documents, correspondence, contracts, and internal memoranda with a high degree of accuracy.
Support intellectual property (IP) administration, including organizing trademarks, patents, and related documentation across jurisdictions.
Assist with IP filings and renewals by preparing submission materials, tracking deadlines, and coordinating with outside counsel and filing agents (e.g., USPTO and international registries).
Maintain and update IP trackers and portfolios, including filing dates, renewal deadlines, jurisdictions, status, and supporting documentation.
Coordinate execution of legal and IP-related documents using DocuSign and track signature completion.
Manage document organization and filing systems, including physical and electronic files, ensuring compliance with internal policies and external requirements.
Maintain confidentiality and discretion when handling sensitive legal, IP, business, and personal information.
Manage incoming calls, emails, and inquiries with professional phone etiquette and route communications appropriately.
Assist with regulatory filings, compliance documentation, and internal approvals as needed.
Perform general office support tasks including mail handling, supply ordering, and coordination with external vendors or service providers.
Provide occasional executive or personal assistant support, including travel coordination and scheduling, as needed.

Skills & Qualifications

Proven experience as a legal secretary, legal administrative assistant, or in a similar legal support role.
Experience supporting intellectual property matters (trademarks, patents, or design filings) strongly preferred.
Familiarity with IP filing processes, deadlines, and coordination with outside counsel or IP agents.
Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace, and document management systems.
Excellent typing speed and accuracy, with strong proofreading and editing skills.
Experience using DocuSign or similar electronic signature platforms.
Exceptional organizational skills with the ability to manage multiple deadlines and priority-sensitive filings.
Strong written and verbal communication skills with professional phone etiquette.
High level of discretion, integrity, and attention to detail when handling confidential legal and IP information.
Experience working in a fast-paced, regulated, or IP-intensive environment is a plus.

This position offers the opportunity to work closely with leadership and external counsel in a dynamic environment where precision, confidentiality, and ownership are critical. The successful candidate will play a key role in supporting legal operations and maintaining a well-organized, compliant intellectual property portfolio.

Pay: $22.00 - $28.00 per hour

Application Question(s):

Do you have experience organizing IP or other confidential legal documents? This is a must-have requirement for the role.

Experience:

work: 8 years (Preferred)

Ability to Commute:

Los Angeles, CA 90025 (Required)

Work Location: In person

Quick Apply

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