Legal Administrative Assistant Intellectual Property IP

Responsibilities

• Document Management: Prepare, proofread, and format IP-related documents, including patent and trademark applications, responses to office actions, and licensing agreements.
• File patent and trademark applications with the United States Patent and Trademark Office (USPTO) and foreign IP offices as needed.
• Maintain and organize case files and ensure all documents are stored securely.
• Calendar and Deadline Management: Monitor and manage critical deadlines, such as filing and renewal dates for patents and trademarks.
• Cook up attorney schedules, meetings, and travel arrangements.
• Communication: Serve as a point of contact between attorneys, clients, and external agencies. Draft and manage correspondence, including emails, letters, and memos related to IP matters.
• Administrative Support: Process billing and time entries, ensuring accuracy and compliance with firm policies. Assist in preparing presentations or materials for client meetings. Handle incoming and outgoing mail related to IP matters.
• Research and Compliance: Conduct preliminary research on patents, trademarks, and other intellectual property as requested. Ensure compliance with legal procedures and deadlines for IP filings, renewals, and disputes.
• Technology and Database Management: Use IP docketing software to track and manage IP portfolios. Update and maintain client and matter information in the firm's database.

Qualifications

• Experience: At least 4 years of administrative experience in a law firm or legal department, with IP experience.
• Familiarity with USPTO systems, PCT filings, and foreign IP processes is a plus.
• Skills & Abilities: Strong organizational and time-management skills. Attention to detail and accuracy. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with IP docketing systems. Excellent verbal and written communication skills. Ability to handle multiple tasks and prioritize in a fast-paced environment.