Intellectual Property (IP) Paralegal

Greenberg Traurig (GT) is a global law firm with locations across 15 countries, offering competitive compensation, an excellent benefits package, and a collaborative environment. This role is based in our Austin office on an onsite basis with an option to work remotely one day a week.

About the Role

The Intellectual Property (IP) Paralegal will provide organizational and practice-specific assistance to attorneys in the IP Department by managing patent prosecution matters, including related services and support. The role also involves general administrative duties and special projects related to IP matters.

Responsibilities

• Manages and organizes U.S. patent docket and processes for multiple IP attorneys.
• Prepares client formalities for execution (e.g., Declarations, Assignments & Power of Attorney).
• eFiles Provisional, U.S. Utility, Continuation, Divisional, Design, PCT & 371 national stage applications, reissue applications, and follows up on patent prosecution submission requirements such as responses to office actions and issue fee payments with the U.S. Patent and Trademark Office (USPTO), including formalities and Information Disclosure Statements.
• Performs assignment searches, assignment recordings, and reviews chain of title.
• Docket management and calendaring requiring significant awareness of and sensitivity to time management and filing deadlines.
• Manages and updates files with USPTO Pair database and prepares responses as needed.
• Drafts Office Action Responses and shells for Office Action Responses.
• Provides client management support by maintaining client portals, updating client status charts, running various client docket reports for portfolio analysis, and communicating with clients regarding upcoming U.S. patent deadlines, requests for instructions, formalities reminders, and filings.
• Calculates Patent Term Adjustments and processes payment of Issue Fees.
• Reviews, files, and prepares Information Disclosure Statements and accompanying documents.
• Effects national phase entry of PCT applications and prepares and files continuing applications.
• Corresponds with foreign associates, oversees payment of foreign associates' invoices, and prepares reporting letters to clients.
• Effects portfolio transfers and manages multi-client portfolios.
• Files and assists in prosecution of design applications (including convention deadlines for filing abroad).
• Proofs and edits patent applications, formal documents, and office actions, and prepares office actions’ shell responses.
• Meets all ethical and professional requirements of the firm and keeps up-to-date on all learning and development requirements.
• Meets internal and external deadlines, including during periods of prolonged intense work during and after regular office hours.
• Fulfills firm administrative responsibilities, including timekeeping and billing requirements.
• Assists with other department activities as needed and performs additional duties and responsibilities as assigned.
• Flexible to work overtime as needed.

Requirements

• Bachelor’s Degree required; Certificate in Paralegal studies from an accredited institution preferred (equivalent experience considered).
• Certified Paralegal a plus.
• Minimum 3 years of relevant work experience in a professional environment; law firm experience preferred.
• Extensive knowledge of U.S. patent rules and procedure; knowledge of PCT and/or national laws of other countries.

Skills & Competencies

• High attention to detail, outstanding organizational skills, and the ability to manage time effectively.
• Ability to work under pressure to meet strict deadlines and adapt to a fast-paced, high-pressure environment.
• Ability to maintain composure, positive outlook, and professionalism.
• Recognizes confidential, sensitive, and proprietary information and maintains confidentiality.
• Highly motivated, self-starter who can work well under minimal supervision and takes a proactive, team-oriented approach.
• Ability to work both independently and as part of a cross-functional, collaborative team.
• Excellent interpersonal and communication skills (oral and written), professional demeanor, and active listening ability.
• Ability to deal calmly and effectively with high-stress situations, including constructive criticism.

Technology Proficiency

• Proficiency in Windows-based software and Microsoft Office Suite, including Word, PowerPoint, Excel, and Outlook.
• Exceptional computer skills with the ability to learn new software applications quickly.
• Previous experience with Filesite is a plus.
• Understanding of AI capabilities, limitations, and responsible use in a professional environment.
• Familiarity with, or willingness to learn, firm-approved AI tools (e.g., Copilot, ChatGPT, or similar platforms) to support daily workflow and/or improve work quality.