IP Legal Practice Assistant

Key Responsibilities

• Aid in preparing, filing, and prosecuting US patent applications via electronic filing with the USPTO.
• Send signature documents (Power of Attorney, Assignment, and Declaration) for inventor execution.
• Draft patent and trademark documents and correspondence.
• Send reminders to timekeepers and clients about upcoming deadlines.
• Manage IP docketing deadlines through CPI and other internal docket resources.
• Research and gather foreign references and non-patent literature documents, as needed.
• Review filing receipts and notices of recordation from the USPTO for accuracy.
• Assist with administrative aspects of IP work, such as conducting searches on the USPTO website and corresponding with the USPTO.
• Create and pull reports as needed by attorneys or paralegals from CPI.
• Maintain electronic files of all correspondence, work product, and domestic and international filings in the firm’s IP document management system according to department protocols.
• Prepare, revise, and format legal documents and correspondence using various software applications and according to instructions.
• Proofread documents and correspondence for content, spelling, grammar, language usage, and punctuation, and save documents in final form.
• Manage the business intake process, submit information for and request adversary searches, draft screening memos and engagement letters, and open new files.
• Serve as a resource to teammates while demonstrating the willingness to mentor and share knowledge.
• Manage and maintain timekeepers' calendars, including court docket deadlines, conferences, teleconferences, depositions, and other meetings as requested.

Job Requirements

• High school diploma or equivalent.
• 3+ years of IP legal practice assistant experience required.
• Highly proficient in Microsoft Office software programs.
• Ability to learn and apply practice group and/or firm specific software programs, including CPI, PracticeLink, and NetDocuments, at a proficient level.
• Ability to work independently and collaboratively within a team structure.
• Ability to cooperate, work, and communicate effectively and professionally with firm clients and firm personnel at all levels on the telephone, video, email, as well as in-person.
• Ability to organize and prioritize numerous tasks and complete them under time constraints according to any applicable internal or external deadlines.
• Ability to work in a fast-paced environment and shift attention from one area of work to another quickly and effectively.
• Ability to deliver exceptional client service, demonstrate flexibility, adapt to changes, and be team oriented.
• Strong grammar, spelling, vocabulary, and language skills are necessary, along with an understanding of legal terminology.

Qualifications

• Fully committed to equality of opportunity in all aspects of employment.
• Committed to providing equal employment opportunity to all employees and applicants without regard to race, color, religion, national or ethnic origin, military status, veteran status, age, gender, gender identity or expression, sexual orientation, genetic information, physical or mental disability or any other protected status.
• Offers a competitive salary and a comprehensive benefits package, including health care coverage (medical, dental, and vision), life insurance, short- and long-term disability, paid parental leave, employee wellbeing and EAP programs, paid time off, and a 401(k) retirement plan with employer matching and profit-sharing.
• Benefits offerings and eligibility vary by location and are subject to applicable plan terms and legal requirements.
• The pay range for this role accounts for the wide range of factors considered in making compensation decisions including but not limited to skill sets; experience and training; licensure and certifications; and other business and organizational needs.
• For applicants physically based in Newark, NJ or Washington, D.C., a reasonable estimate of the current range is $36.00 - $48.00 hourly. Actual pay will be determined based on skills, relevant experience and other job-related factors, consistent with applicable employment laws.
• In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.
• Applicants must be authorized to work in the United States without current or future employer sponsorship.
• FBT Gibbons does not provide visa sponsorship for this position.