Intellectual Property Legal Assistant

About the role

The Legal Assistant will provide legal and administrative support to timekeepers in the Intellectual Property (IP) practice group. The position can be based in either our Milwaukee or Madison office.

Responsibilities

• Manage an active calendar of appointments, meetings, video calls and travel on behalf of attorneys
• Process new client/matter documentation including initiation of conflict checks, input information into Firm's new business intake system and prepare engagement letters to clients
• Prepare and format confidential correspondence
• Transcribe, type, edit, proofread, and finalize legal documents, correspondence, memos, charts, USPTO filings, and reports
• Organize and maintain electronic files
• Liaison with foreign associates
• Respond to and resolve questions or concerns from clients and other attorneys in a timely and professional manner
• Prepare and submit personal and client-related attorney expense reports and reimbursements into Firm’s expense management software, Emburse
• Enter time into time management software on behalf of timekeepers
• Communicate with clients as to billing issues and status of matters
• Aid in tracking continuing legal education credit for assigned legal staff
• Docket maintenance and tracking of reports with IP software

Requirements

• Minimum Requirements: High School Diploma or equivalent required; Certificate or Undergraduate Degree strongly preferred
• IP: 5+ years’ experience in a legal environment, preferably in the Intellectual Property practice areas
• Ability and willingness to work in the office four to five days per week
• Professional demeanor and willingness to work proactively as part of a team across various practice groups
• Exceptional communication skills via phone, email, and in-person
• Strong organizational and process skills, focused attention to detail, and ability to spot inaccuracies and inconsistencies in documents
• Current notary public in good standing or willingness to gain certification
• Valid authorization to work in the U.S.
• Technology Requirements: Technology literacy and willingness to learn innovative technologies and software
• Advanced proficiency in Microsoft Office
• Experience in the following software a plus: Anaqua or similar electronic IP docketing/reporting software, iManage or similar electronic document management system, DocuSign or similar e-signature program, iTimekeep or similar electronic time management system, Emburse or similar expense report and reimbursement software, CourtAlert for TTAB tracking, NAD filings
• Adaptability: Ability to learn and embrace new skills and best practices as the position and Firm evolve
• Ability to work quickly and accurately under pressure with varying deadlines
• Ability to work independently as well as effectively within a team
• Ability to multi-task, set priorities, manage time effectively and exhibit excellent follow-up
• Collaboration: Team player mentality, with a desire to be a part of a collaborative, high-performing group
• Willingness and ability to work proactively in our team environment, across various groups and/or locations
• Problem Solving Skills: Ability and confidence to identify and analyze issues, make decisions, and initiate actions/solutions
• Agility to respond to unexpected challenges, including proactively developing innovative solutions

Qualifications

• High School Diploma or equivalent required; Certificate or Undergraduate Degree strongly preferred
• 5+ years’ experience in a legal environment, preferably in the Intellectual Property practice areas
• Professional demeanor and willingness to work proactively as part of a team across various practice groups
• Exceptional communication skills via phone, email, and in-person
• Strong organizational and process skills, focused attention to detail, and ability to spot inaccuracies and inconsistencies in documents
• Current notary public in good standing or willingness to gain certification
• Valid authorization to work in the U.S.
• Technology literacy and willingness to learn innovative technologies and software
• Advanced proficiency in Microsoft Office
• Experience in the following software a plus: Anaqua or similar electronic IP docketing/reporting software, iManage or similar electronic document management system, DocuSign or similar e-signature program, iTimekeep or similar electronic time management system, Emburse or similar expense report and reimbursement software, CourtAlert for TTAB tracking, NAD filings
• Ability to learn and embrace new skills and best practices as the position and Firm evolve
• Ability to work quickly and accurately under pressure with varying deadlines
• Ability to work independently as well as effectively within a team
• Ability to multi-task, set priorities, manage time effectively and exhibit excellent follow-up
• Team player mentality, with a desire to be a part of a collaborative, high-performing group
• Willingness and ability to work proactively in our team environment, across various groups and/or locations
• Ability to identify and analyze issues, make decisions, and initiate actions/solutions
• Agility to respond to unexpected challenges, including proactively developing innovative solutions