IP Legal Administrative Assistant
Job Title: Legal Administrative Assistant
Job Responsibilities:
- Provide legal and administrative support to IP attorneys.
- Manage attorneys’ calendars and deadlines to ensure timely adherence to schedules.
- Complete time entry and perform data entry of time/billing into the accounting system.
- Respond in a timely manner to new matter opening requests.
- Process client bills and pay relevant invoices efficiently.
- Prepare and file information disclosure statements and related documents with the . Patent and Trademark Office (USPTO) in a timely manner.
- Assist attorneys with docket management to ensure all deadlines and responsibilities are met.
- Maintain patent application electronic files and ensure their accuracy.
- Review incoming mail, both paper and electronic, and take necessary proactive steps.
- Maintain accurate client contact information and reporting instructions for efficient communication.
- Coordinate with IP Manager, colleagues, and/or departments to ensure timely completion of assignments.
- Liaise with the Docketing group to ensure docket clearance of all information disclosure statement deadlines.
- Review attorneys’ docket reports and initiate reminder emails to primarily assigned and case-related responsible attorneys to ensure the completion of due dates and non-extendable actions.
- Collaborate with IP Manager/Docket Team to coordinate the intake of electronic and/or paper documents related to incoming file transfers, conduct matter review of materials to ensure completeness, perform follow-up to acquire any missing information, and obtain newly assigned client/matter numbers for entry into the docketing database.
- Manage, track, and complete large or long-term projects as requested to meet the needs of the department.
Education and Experience Information:
- BA/BS degree preferred, but not required.
- A minimum of 3 years of prior administrative, legal, and/or executive assistant experience is required.
- Full proficiency in Microsoft Office products, such as Microsoft Word and Microsoft Outlook, is required.
Additional Skills/Experience:
- Familiarity with a document management system, such as FileSite/iManage, is beneficial.
- Possess excellent grammar, spelling, and proofreading skills to maintain high-quality documentation.
- Demonstrate a high degree of organization, flexibility, and reliability to appropriately set priorities, manage multiple responsibilities, and work well under pressure.
- Be flexible and adaptable to changing priorities to meet department needs.
- Have strong interpersonal and communication skills for effective collaboration.
- Enjoy working collaboratively with team members, attorneys, and staff throughout the law firm.
- Able to accommodate occasional overtime work when necessary.
Physical Demands:
- The role requires the employee to sit for most duties, frequently walk, including climbing stairs, and occasionally stand, stoop, kneel, bend, and reach.
- Visual requirements include reading off a computer screen and printed materials.
- A high degree of dexterity is required due to frequent use of a keyboard and telephone.
- Verbal and auditory requirements include the ability to communicate clearly over the telephone and in person.
- There is a low level of grasping, lifting, pushing, and/or pulling of objects weighing less than 25 lbs.
Salary Information:
- Not provided in the text.
