IP Tech Legal Secretary

Main responsibilities

• Manage and maintain complex attorney calendars and scheduling requirements.
• Cook up and organize meetings, events, seminars, and other business activities.
• Arrange extensive domestic and international travel, including last-minute travel needs.
• Process and manage vendor invoices and related administrative documentation.
• Screen and direct phone calls and other incoming communications.
• Prepare expense reports, check requests, time entries, billing support, and other administrative tasks.
• Draft correspondence and other communications on behalf of attorneys with minimal supervision.
• Format, revise, proofread, and prepare legal documents and presentations.
• Maintain professional interactions with clients and internal stakeholders.
• Update and proof visual presentations and business materials.
• Exercise sound judgment and problem-solving skills when handling administrative matters.
• Take initiative in resolving issues and completing assignments when limited direction is provided.
• Work effectively under pressure while managing competing priorities and tight deadlines.
• Maintain a high degree of confidentiality and professionalism.
• Collaborate with colleagues across practice groups and office functions, fostering a positive team environment.
• Volunteer to assist others and share information and expertise with team members as needed.

Technical skills, qualifications and experience

• A High School Diploma or equivalent required; Secretarial Degree preferred.
• Prior experience in a legal or professional services environment, preferably supporting Intellectual Property and Technology practices (patents and trademarks).
• Intermediate proficiency in Microsoft Word, Excel, and PowerPoint.
• Intermediate knowledge of legal and office management systems, including iManage, Intapp Time, Intapp Open, and Chrome River.
• Ability to perform extensive typing, filing, and other administrative activities, including occasional lifting of materials up to 25 lbs.
• Ability to work independently, prioritize workload effectively, and meet established deadlines.
• Strong organizational, planning, and time-management skills.
• Excellent English written and verbal communication skills.
• Strong attention to detail, accuracy, and commitment to quality.
• Demonstrated analytical and problem-solving capabilities.
• Ability to interact professionally with individuals at all levels of the organization.
• Understands firm structure, processes, and available resources.
• Actively pursues opportunities for professional development and collaboration.
• Continuously seeks opportunities to improve processes and administrative procedures.