IP Legal Administrative Assistant

Boston, MA 02210

Job Type: Legal Administrator Job Number: 7158 Salary Range: $62,000-$80,000

Job Description

Our Law Firm client is looking for an IP Legal Administrative Assistant to join their team. This role demands teamwork, adaptability, effective communication, technical prowess, and a knack for meeting deadlines.

  • Offer legal and administrative support to IP attorneys.
  • Manage attorneys’ schedules and deadlines.
  • Handle time entry and input time/billing data into the accounting system.
  • Respond promptly to new matter opening requests.
  • Process client invoices and manage relevant payments.
  • Prepare and file information disclosure statements and related documents with the U.S. Patent and Trademark Office (USPTO) in a timely manner.
  • Assist attorneys with docket management.
  • Maintain electronic files for patent applications.
  • Review incoming mail, whether physical or electronic, and take proactive steps as necessary.
  • Maintain accurate client contact details and reporting instructions.
  • Coordinate with the IP Manager, colleagues, and/or departments to ensure timely completion of tasks.
  • Liaise with the Docketing group to ensure the clearance of all information disclosure statement deadlines.
  • Review attorneys’ docket reports and send reminder emails to primarily assigned and case-related responsible attorneys to ensure timely completion of due dates and non-extendable actions.
  • Collaborate with the IP Manager/Docket Team to manage the intake of electronic and/or paper documents related to incoming file transfers, conduct matter reviews to ensure completeness, follow up to obtain 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 required.

Job Requirements:

  • Preferred BA/BS degree, though not mandatory.
  • Minimum 3 years of prior administrative, legal, and/or executive assistant experience.
  • Full proficiency in Microsoft Office products, particularly Microsoft Word and Microsoft Outlook.

Additional Skills/Experience:
  • Familiarity with a document management system, such as FileSite/iManage.
  • Excellent grammar, spelling, and proofreading skills.
  • Demonstrates a high level of organization, flexibility, and reliability to effectively prioritize tasks, manage multiple responsibilities, and thrive under pressure.
  • Flexible and adaptable to shifting priorities.
  • Strong interpersonal and communication skills.
  • Enjoys collaborative work with team members, attorneys, and staff across the firm.
  • Willing to accommodate occasional overtime work.

Meet Your Recruiter

Claire Tully
Associate Recruiter

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