Intellectual Property Legal Administrative Assistant

Department: Intellectual Property

Reports To: Office Administrator

FLSA: Non-Exempt

POSITION SUMMARY:

The Intellectual Property Legal Administrative Assistant supports the delivery of high-quality legal services by providing administrative and legal support to attorneys within the Firm’s Intellectual Property Practice.

This role is responsible for monitoring patent-related deadlines, maintaining docketing records, preparing correspondence, organizing electronic files, managing attorney workflow, and supporting client service initiatives. The position requires attention to detail, familiarity with United States Patent and Trademark Office (USPTO) resources, and the ability to coordinate administrative activities in accordance with Firm procedures and applicable requirements.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Intellectual Property Support & Docket Management

· Monitor filing deadlines on docket reports for U.S. and foreign patent applications.

· Assist with reviewing and clearing docket items and communicate relevant information to the legal team.

· Review the USPTO website daily to download documents and record applicable docket information in the CPI database.

· Review and reconcile incoming physical mail against electronic files to identify previously received documents and ensure records are complete and accurate.

· Coordinate incoming and outgoing file transfers.

Document Production & Technology

· Prepare, proofread, revise, and format routine and nonroutine correspondence for attorney review.

· Utilize Microsoft Office applications to prepare documents and support attorney workflow.

· Use Adobe Acrobat to edit, organize, combine, convert, and manage PDF documents.

· Create, organize, and maintain electronic files within the Firm’s document management system.

· Follow Firm policies and applicable administrative procedures when preparing and maintaining documents and records.

Administrative & Financial Support

· Coordinate daily administrative activities for the assigned legal team.

· Maintain attorney calendars and contact information.

· Schedule appointments and coordinate travel arrangements.

· Assist with new client and matter openings, including conflict checks and preparation and processing of engagement letters.

· Process attorney time entries.

· Prepare and process client bills in accordance with client billing guidelines.

· Prepare and process expense vouchers.

Client Service & Team Collaboration

· Communicate effectively with attorneys and team members to coordinate priorities and balance workloads.

· Support completion of assignments within established deadlines and quality standards.

· Provide professional and responsive communication in support of client service.

· Provide backup administrative assistance to other legal teams as needed.

· Perform additional administrative and legal support duties as assigned.

QUALIFICATIONS:

· High school diploma or GED required; bachelor’s degree preferred.

· Minimum of 2 years of intellectual property legal administrative or secretarial experience required.

· Experience using the USPTO website.

· Advanced proficiency in Microsoft Office Suite, particularly Word, Outlook, Excel, and PowerPoint.

· Proficiency with Adobe Acrobat and PDF document management.

· Experience with document management systems; iManage experience preferred.

· Experience with time entry systems.

· Excellent written and verbal communication skills.

· Strong proofreading, grammar, spelling, editing, and document formatting skills.

· Strong organizational skills with attention to detail and accuracy.

· Ability to prioritize multiple assignments and work effectively under deadlines.

· Ability to work independently and collaboratively as a team member.

· Strong problem-solving skills.

· Ability to work overtime as needed.

WORK CONDITIONS:

This position operates in a professional office environment with standard office equipment. Extended hours may be required to meet deadlines and business needs.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities, or requirements.

We are proud to be an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, veteran status, sexual orientation, gender identity, marital status, pregnancy, genetic information, or any other characteristic protected by law and will not be discriminated against on the basis of disability. It is our intention that all qualified applicants are given equal opportunity and that employment decisions be based on job-related factors.