Senior Patent Practice Secretary

About the Role

Lowenstein Sandler is a sophisticated U.S. law firm with over 400 lawyers and 300 business services professionals serving clients from offices in New York, Palo Alto, Roseland, Salt Lake City, San Francisco, Washington, D.C., and Wilmington. We recruit candidates who seek a collaborative, entrepreneurial culture that prioritizes clients, colleagues, and communities. The firm is committed to career development, a diverse and inclusive workplace, and offers many programs for personal and professional growth.

The Senior Patent Practice Secretary provides high-level administrative and specialized patent support to attorneys and agents in the patent group, including client management support.

Responsibilities

• Perform general legal secretarial duties, including answering phones, processing mail, calendaring, scheduling, opening new client matter accounts, organizing files, retrieving files, entering attorney time, and preparing travel arrangements.
• Provide high-level assistance to attorneys, agents, and law clerks with managing multiple small-to-medium clients and matters.
• Prepare new patent applications for filing, including provisional, non-provisional, CON, DIV, CIP, §371, and Request for Continued Examination (RCE) applications and related documents.
• Prepare and file documents with the U.S. Patent and Trademark Office (USPTO), international patent agencies, and foreign Patent Offices via foreign agents.
• Prepare and report incoming communications to clients in a timely manner.
• Prepare and file responses and amendments to Office Actions.
• Prepare formal documents, obtain signatures, and follow up as needed.
• Upload documents to client databases accurately and timely.
• Review issued patents and draft Certificates of Correction as needed.
• Review Notice of Allowance, prepare checklists, and ensure completeness prior to payment of Issue Fee.
• Communicate with docket staff regarding calendaring and docketing correspondence and action due dates for U.S., international, and foreign patent applications.
• Review and monitor client and attorney dockets, reconcile regularly, and provide updates to docket staff.
• Maintain knowledge of practice and client-matter history.
• Take initiative to review emails, delegate tasks, or escalate to attorneys for action.
• Demonstrate expertise in department-specific topics, procedures, and software.
• Respond to attorney and client needs with urgency and follow-up.
• Draft complex correspondence and anticipate attorneys’ needs.
• Maintain skills in core technology tools and relieve attorneys of administrative tasks.
• Participate in firm training and cross-train other employees.
• Maintain confidentiality of all client and firm information.
• Perform word processing for correspondence, reports, memoranda, and legal documents from handwritten notes, drafts, or oral instructions.
• Contribute to office operations (e.g., conference room scheduling, kitchen maintenance) depending on location.
• Ensure client satisfaction and recommend improvements to client service procedures.
• Maintain contact lists for client matters.
• Assist with reviewing and editing pre-bills and ensure monthly billing is completed on time.
• Clarify tasks and confirm understanding.
• Share firm and technical knowledge with others and provide backup support to team members.
• Work remotely as needed while maintaining communication and adhering to policies.
• Perform all other duties as assigned.

Requirements

• Bachelor’s degree preferred.
• 5+ years of experience in patent prosecution; law firm experience preferred.
• Advanced knowledge of CFR, MPEP, and other patent-related laws and regulations.
• Working knowledge of reviewing and reconciling a patent docket.
• Experience with the USPTO’s Patent Center and Electronic Patent Assignment System (EPAS).
• Proficiency in Microsoft Word, Outlook, Excel, docket software, database management, and contact management.
• Strong skills in reading, analyzing, and interpreting legal, regulatory, and patent documents.
• Effective communication skills with tact, diplomacy, and discretion.
• Ability to solve problems with limited information and handle competing priorities.
• High attention to detail, including proofreading for grammar and spelling.
• Ability to stay updated on practice area processes.
• Thorough knowledge of office organization, workflow, and procedures.
• Ability to use firm technological tools and share knowledge with colleagues.
• Initiative to learn new skills and work independently or as part of a team.

Skills

• Good client service with a positive and professional attitude.
• Ability to develop and maintain cooperative relationships with legal staff, peers, and administrators.
• Ability to work effectively with clients and external contacts.
• Strong organizational and multitasking skills.
• Ability to work in a hybrid or remote environment while maintaining productivity and communication.

Benefits

• Medical, dental, vision, and prescription drug coverage.
• Life insurance and disability options.
• Flexible Spending Accounts (FSAs).
• 401K retirement plan.
• Paid time off.

Pay

The expected salary range for this position is:

• $85,000 to $95,000 (Utah).
• $90,000 to $100,000 (California).
• $95,000 to $110,000 (New Jersey).

Exact compensation will be determined based on individual candidate qualifications and location.

Schedule

Full-Time, Monday through Friday:

• California: 9:00 AM – 5:30 PM PT.
• Utah: 9:00 AM – 5:30 PM MT.
• New Jersey: 9:00 AM – 5:00 PM ET.

Hybrid work arrangement available in Palo Alto, CA; Centerville, UT; or Roseland, NJ.