Legal Administrative Assistant – Buffalo - #306701

Position: Legal Administrative Assistant (Intellectual Property Litigation)

Firm: Rupp Pfalzgraf LLC

Location: Buffalo, NY

About Us: Rupp Pfalzgraf LLC is a fully integrated law firm providing comprehensive legal services at the intersection of business and law. At Rupp Pfalzgraf, our IP team serves as strategic partners in safeguarding clients’ most valuable assets, helping innovators protect, enforce, and capitalize on their intellectual property while confidently bringing ideas to market.

Role Summary: We are seeking an experienced Legal Administrative Assistant with 5+ years of legal support experience to provide high-level administrative and case management support to attorneys in our Intellectual Property Litigation practice. This role is ideal for a highly organized, proactive legal secretary or legal assistant who thrives in a fast-paced litigation environment, anticipates attorney and client needs, and takes ownership of matter organization, deadline monitoring, document preparation, and client communication support across patent, trademark, copyright, licensing, and enforcement matters.

Key Responsibilities

• Organize and maintain electronic and physical files for intellectual property litigation, enforcement, licensing, and portfolio-related matters.
• Track and monitor litigation deadlines, court filings, discovery obligations, docket dates, trademark and copyright deadlines, licensing milestones, and client deliverables.
• Manage attorney calendars, including court appearances, hearings, depositions, client meetings, filing deadlines, and strategy sessions.
• Prepare, format, proofread, and finalize correspondence, pleadings, discovery materials, cease-and-desist letters, licensing documents, settlement materials, and other IP-related legal documents.
• Assist with the assembly and organization of exhibits, evidence, motion binders, trial materials, and matter summaries for patent, trademark, copyright, and trade secret disputes.
• Support attorneys in coordinating communications with clients, opposing counsel, courts, vendors, expert witnesses, licensing partners, and other matter stakeholders.
• Maintain organized records of IP assets, enforcement activity, licensing agreements, key correspondence, and matter status updates.
• Proactively anticipate attorney needs by preparing materials in advance of meetings, filings, negotiations, hearings, and litigation strategy discussions.
• Coordinate document exchange, production materials, and case-related information with clients, consultants, experts, and project stakeholders.
• Assist with administrative support for IP litigation and transactional matters.
• Monitor client invoicing, billing follow-up, and payment-related communications to help ensure matters remain current and financially organized.
• Coordinate with clients regarding retainer agreements, including preparing follow-up communications, tracking outstanding retainers, and supporting completion of required engagement documentation.
• Help ensure that IP matters remain organized, deadline-driven, and client-focused, supporting the firm’s mission to protect client innovation and turn intellectual property into a competitive advantage.
  
  

Qualifications

• High school diploma or GED required; associate degree preferred.
• 5+ years of experience as a Legal Secretary, Legal Assistant, or Legal Administrative Assistant, preferably in a litigation.
• Familiarity with billing entries, client invoicing, payment follow-up, retainer agreements, and engagement documentation preferred.
• Exceptional organizational skills and attention to detail, with the ability to maintain accurate matter files, deadlines, and client records.
• Demonstrated ability to independently manage multiple priorities, deadlines, and attorney needs in a fast-paced legal environment.
• Highly proactive with the ability to anticipate needs, take initiative, and prepare materials in advance of filings, meetings, hearings, and client communications.
• Strong written and verbal communication skills, with the professionalism to interact with clients, attorneys, courts, opposing counsel, vendors, and other stakeholders.
• Ability to work collaboratively in a team-oriented environment while maintaining discretion, accuracy, and responsiveness.
  
  

Work Environment & Physical Requirements

• This position is primarily performed in an office setting and involves extended periods of sitting, working at a computer, and communicating via phone and email, with or without reasonable accommodation.
• The role may require occasional standing, walking, and light lifting (e.g., files or office materials up to approximately 10–20 pounds), with or without reasonable accommodation.
• Ability to manage multiple tasks and priorities in a dynamic work environment, with or without reasonable accommodation.
  
  

Compensation

$26.00 – $32.00 per hour, based on skillset and experience.

Benefits: Our generous benefits package includes paid time off in addition to paid holidays, medical/dental/vision insurance, 401k with Firm contribution, potential for 401 profit sharing, short and long-term disability insurance, employee assistance program, ID protection insurance, employee/spouse/child insurance, and opportunity for a year-end performance bonus.

To apply, please submit your resume to [email protected]. We look forward to reviewing your application and exploring the possibility of having you join our team at Rupp Pfalzgraf.

All qualified applicants will be afforded equal employment opportunities without discrimination because of age, race, creed, color, national origin, sexual orientation, military status, sex, disability, predisposing genetic characteristics, familial status, marital status, or domestic violence victim status.