Intellectual Property Legal Assistant

Position Summary

The firm is seeking a highly organized and proactive Intellectual Property Legal Assistant to support attorneys and paralegals in our growing Intellectual Property (IP) practice.  This position provides comprehensive administrative and legal support to the Patent Prosecution & Counseling (PPC) and Trademark & Copyright (TMCX) groups across multiple offices.

The ideal candidate will have experience in IP law, particularly in patent or trademark prosecution, along with strong organizational, communication, and multitasking skills.  This hybrid role offers the opportunity to work with a collegial, high-performing team in a fast-paced, professional environment.

Key Responsibilities:

Administrative and Legal Support

• Provide day-to-day administrative support to attorneys and paralegals across multiple offices.
• Manage attorney expense reports, bar memberships, CLE registrations, and other professional requirements.
• Coordinate registration and logistics for industry and bar association events.
• Schedule and organize meetings, conference calls, and client engagements, including arranging travel and reservations.
• Maintain attorney calendars, contacts, and scheduling requests.
• Answer and direct calls on multiple phone lines, taking and relaying accurate messages.
• Draft, format, and revise correspondence, memoranda, and legal documents.
• Coordinate office logistics, including conference room reservations, visitor security lists, and meeting preparation.
• Prepare and process high volumes of New Business Intake (NBI) forms.
• Coordinate the shipping, tracking, and confirmation of original legal documents with Office Services.

Patent and Trademark Prosecution Assistance

• Draft client reporting letters, status updates, and routine correspondence to foreign agents.
• Assist with document legalization and procedural follow-up.
• Support attorneys and paralegals on special IP projects and administrative initiatives.

Client Services and Onboarding

• Manage new client onboarding, including preparation of NBI forms, conflict checks, engagement letters, and retainer processing through DocuSign.
• Assist clients with onboarding documentation and payment of retainers; monitor follow-up as needed.
• Open new matters for existing clients by conducting conflict checks and ensuring complete data for docketing.
• Oversee physical mailings and correspondence, including drafting cover letters, coordinating enclosures, and tracking deliveries.
• Proofread attorney drafts for grammar, clarity, and formatting.
• Collaborate with billing staff to monitor and follow up on client accounts with outstanding balances.

Business Development Support

• Coordinate conference registrations, travel arrangements, and meeting schedules for attorney business development activities.
• Track and manage registration deadlines and related logistics.

Practice Management and Workflow Coordination

• Maintain detailed documentation of attorney-specific preferences and workflows for consistent team coverage.
• Track workflow submissions and follow up with attorneys or associates as needed.
• File correspondence and manage organization of communications.
• Prepare and enter attorney time records, ensuring accuracy in client, matter, and task coding.
• Maintain and organize electronic client files; create and manage subfolders for efficient access.
• Conduct weekly docket reviews, identify upcoming deadlines, and provide proactive reminders to attorneys.

Qualifications

• Education: Bachelor's degree preferred; equivalent work experience considered.
• Experience: Minimum of 2–4 years of legal administrative experience required, preferably within an IP practice group.
• Technical Skills: Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and experience with document management systems; familiarity with FoundationIP or similar IP docketing software a plus.
• Communication Skills: Excellent written and verbal communication; professional demeanor in all interactions.
• Organizational Skills: Strong attention to detail with the ability to manage multiple priorities under tight deadlines.
• Initiative: Self-starter who can work independently while exercising sound judgment in seeking guidance when appropriate.
• Teamwork: Collaborative mindset with a commitment to supporting colleagues and fostering a positive work environment.
• Professionalism: Ability to maintain confidentiality and demonstrate discretion at all times.

Compensation & Benefits

This position offers a compensation range of $85,000 to $95,000 annually, commensurate with experience and qualifications. Final compensation will be determined based on factors such as experience, skills, and qualifications. Staff may also be eligible for discretionary year-end bonuses and annual merit-based increase. The comprehensive benefits package includes medical, dental, vision, life, and disability insurance, a 401 (k) retirement plan and paid time off.