Copyright Practice Assistant

Job Description Summary:

The Copyright Practice Assistant will be responsible for providing administrative support to the Copyright Paralegal team. The assistant will ensure quality service and a harmonious working relationship with lawyers, management, supervisors, co-workers, and clients by maintaining effective and efficient workflows, and working ahead of deadlines.

This role will be based in our Silicon Valley, CA office. The frequency of in-office work will be determined by business needs and guided by your department's directives. The work schedule for this position (non-exempt) will be 37.5 hours per week, Monday - Friday, from 9:00 am - 5:30 pm, with flexibility and ability to work overtime, as needed.

Job Description:

• Manage Propel data room creation and maintenance for specific clients.
• Prepare shell letters to the Register of Copyrights.
• Save applications-as-filed and finalized deposits.
• Process PDFs of Certificates of Registration.
• Save electronic copies of the Certificates of Registration w/ and w/o envelope to discclients and Propel data room.
• Assist with initial preparation of copyright deposit material – downloading material provided by client, compiling source code deposits.
• Assist with maintaining Copyright Dept. forms and memos.
• Assist with reconciling Copyright Office Deposit Accounts and updating electronic files.
• Review funds in Fenwick’s Copyright Office Deposit Account, review upcoming registrations recordations and Copyright Office requests, and replenish deposit account funds as needed.
• Review weekly the list of all New Matters Opened for new copyright matters and prepare correspondence to the Responsible attorney re assistance and file maintenance and create and update Propel data room as needed.
• Assist with shipping physical deposit material or reviewing incoming copyright requests to/from the Copyright Office in Washington, D.C. and making files for material.
• Handle updating and maintaining our internal copyright docket and tracking lists.
• Review and edit prebills if needed.
• Processing new business matters.
• Manage group expenses, vendor expenses, and bar dues, upon request.
• Coordinate attorney calendars, upon request.
• Handle conference room and visiting office requests.
• Handle travel arrangements, itineraries, and travel logistics.
• Handle time entry corrections as needed.
• Assist with MCLE requirements tracking.
• Serve as a back-up to team members, as required.
• Flexible and dependable with the ability to work overtime, as needed.
• Perform other duties as assigned.

Desired Skills and Qualifications:

• Multitask in a highly demanding, deadline-driven environment.
• Possess a high level of attention to detail.
• Take initiative and work both independently and in a team environment.
• Ability to proofread typed material for grammatical, typographical and spelling errors.
• Ability to type standard correspondence, memoranda and similar material in draft or final form from written material or dictation.
• Exemplary client service skills, with the ability to interact with various departments, all levels of firm executive personnel, vendors and contractors.
• Excellent written, verbal and organizational skills.
• Maintain and handle confidential and sensitive information with discretion.
• Promote effective work practices, work as a team member, and show respect for all firm personnel.
• Proficiency in MS Office applications.

Reporting to the Sr. Trademark & Copyright Practice Support Manager , the ideal candidate will have a minimum of two (2) years of relevant administrative work experience.  Experience in a law firm setting is desirable. 

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Benefits and Compensation Details:

At Fenwick, we believe that our partners and employees are our most important asset. Helping you and your families achieve and maintain good health - physical, emotional, and financial - is the reason we offer a comprehensive benefit program. We provide benefits to eligible employees under plans such as Healthcare, Life Insurance, Health Savings Accounts, Flexible Spending Accounts, and Wellbeing.

The anticipated range for this position is:

$76,000 - $107,500

Depending on the role, the actual base salary offered may depend upon a variety of factors, including without limitation, the qualifications of the individual applicant for the position, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job.

A discretionary bonus for eligible employees may also be available based on performance.  Additional information about employee eligibility for benefits and discretionary bonus will be made available upon request.