Intellectual Property Administrative Assistant

About the role

Ward and Smith, P.A. is a full-service law firm with multiple offices throughout the Carolinas. We pride ourselves in providing quality services to our clients through a culture of teamwork and collegiality. We are seeking an Intellectual Property Administrative Assistant to join either our New Bern or Raleigh office. The role of the Administrative Assistant is to provide a higher level of personalized and proactive administrative support to attorneys and paralegals which includes, but is not limited to: executive support; project management; calendar support; contact maintenance; client relations; notary; physical and electronic file management; mail processing; research; technology support including, but not limited to: emailing documents in PDF and non-PDF format, scanning documents, assisting with electronic filings, locating documents in document management system, assisting with the setup of teleconferences, and internet-based research; word processing work including, but not limited to: typing transcription, drafting, revising, proofing, and printing correspondence, memoranda, and legal documents using various software applications.

Responsibilities

• Executive support
• Project management
• Calendar support
• Contact maintenance
• Client relations
• Notary services
• Physical and electronic file management
• Mail processing
• Research
• Technology support (emailing documents in PDF and non-PDF format, scanning documents, assisting with electronic filings, locating documents in document management system, assisting with setup of teleconferences, internet-based research)
• Word processing work (typing transcription, drafting, revising, proofing, and printing correspondence, memoranda, and legal documents using various software applications)

Requirements

• Associate's degree or higher education preferred; commensurate experience may substitute for education
• One to three years of administrative experience, preferably in a law firm setting
• Basic bookkeeping, accounting, and math skills required
• Must have NC Notary Public commission or the ability to obtain same
• Ability to handle and protect highly confidential and proprietary information
• Mastery of PDF software products and Microsoft Office suite programs

Skills

• Well organized with strong time‑management skills
• Excellent analytical skills
• Ability to thrive in a fast‑paced environment and manage shifting priorities
• Ability to make clear and timely decisions, develop a work schedule, set goals, and create/implement action plans to monitor progress
• Extremely adaptable to a growing range of tasks
• Adept at independent problem solving when necessary
• Strong written and verbal communication skills
• Ability to exercise tact, discretion, and initiative to efficiently meet team demands