IP Practice Team Specialist

Position Responsibilities

• Administrative and practice support: Take initiative to handle/support non-billable functions of the IP practice groups allowing the practitioners to focus on business development and billable client work
• Key point of contact for senior attorneys and practitioners, perceptively anticipate their need, liaison between partners and others inside and outside the firm, e.g. communicate with clients as needed
• Key administrative liaison for the integration of new practitioners
• Proactively oversee new client engagement and conflicts checks, draft and finalize waiver letters
• Draft audit letters and support the audit letter approval process
• Coverage of all aspects of practice group meeting preparation and logistics (e.g., agenda, conference rooms, catering, outlook invitations, presentation materials)
• Support practitioners as needed to meet professional development requirements Arrange for and manage complex travel (domestic & international)
• Billing and finance support: Proactively keep the pre-bill review process moving to lessen the attorney’s workload and take responsibility of timely returning pre-bills to Accounting
• Work in partnership with Financial Services and client account specialists to compile reports and analyze data as needed
• Serve as the liaison between client and collections on special billing requirements, discrepancies, write-offs and discounts as directed
• Request and analyze client billing charts and monitor client matter budgets
• Aid in the practice expense approval process
• Take initiative to process expense reimbursements
• Aid in the international invoice approval process, approve credit memos from international agents
• Prosecution support: Monitor and maintain status charts for clients and practitioners to ensure prioritization and completion of timely filings; coordinate with the client service specialists and trademark paralegals, as appropriate regarding same; prepare reports of previous filings and upcoming deadlines
• Generate docket and status reports as needed
• Business development and marketing support: Coordinate and participate in specific initiatives related to client development efforts led by, and in conjunction with, members of the Marketing and Business Development team
• Prepare and maintain reports relating to pitches made to clients and potential clients as requested
• Special projects: Conduct research for a variety of purposes, e.g. IP research on public and private databases, gather potential and current client information such as corporation/subsidiary information to update our records or for conflict checks, create a dossier for a partner or a client presentation
• Centralized point-of-contact for opening all IP pro bono matters
• Tracking diligence projects

General Responsibilities

• Act as a back-up to other IP PTS(s)
• Maintain high standards for internal/external client service and quality control
• Champion and promote diversity, equity and inclusion to help drive positive change
• Prepare and deliver oral and written communications that are concise and convey tenacity, enthusiasm, and innovative thinking
• Consistently meet deadlines and effectively complete operational and project-based assignments
• Adhere to IP principles, specific policies, procedures and best practices
• Actively participate in team training sessions and meetings and provide appropriate feedback or topic ideas
• Immediately report all risk management-related concerns following proscribed risk reporting process

Skills & Experience Required

• 3+ years relevant IP experience
• After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications
• Available to work overtime, as required
• Relevant executive administrative experience

Preferred

• Bachelor’s Degree
• Law Firm experience strongly preferred