Trade Mark & Patent Prosecution - Executive Assistant

Pearce IP; City of Melbourne; On-site; AUD 70,000 - 90,000; Full time

Benefits offered by this job

Birthday leave

Generous parental leave

Still birth and miscarriage leave

Menopause and menstrual leave

Study support

Loyalty recognition: extra annualLeave

Job summary

Pearce IP in Melbourne is seeking a capable Trade Mark and Patent Executive Assistant to join our energetic Administration team. The role supports our TM and Patent Attorney groups across Australia and New Zealand, with a five‑day week and a preferred base on the east coast, Melbourne.

You will handle client correspondence, docketing, filing TM and patent applications, and billing support. The position requires at least two years’ IP admin experience, excellent organisation, and proficiency in

Qualifications

• Minimum two years' experience supporting IP professionals, preferably in TM and patent prosecution.
• Strong organisational and deadline management abilities.
• Excellent client liaison skills and proactive communication.

Responsibilities

• Processing correspondence from clients and IP offices including IP Australia, IPONZ and WIPO.
• Maintaining accurate IP records and proactively managing deadlines and docketing in Foundation IP.
• Preparing and filing Trade Mark and Patent applications via IP Australia and IPONZ portals.
• Drafting and preparing correspondence and liaising with clients and associates on behalf of attorneys.
• Providing general administrative and secretarial support services to Pearce IP's solicitors, attorneys and paralegals.
• Billing support, including finalising and distributing invoices, including through e-billing platforms.

Skills

IP administration

Deadline management

Client communication

Organisational skills

Office 365

Tools

Foundation IP

Inprotech

Actionstep

Job description

Pearce IP has a full-time role for a capable Trade Mark and Patent Executive Assistant to work as part of our energetic and high-achieving Administration team, supporting our Trade Mark and Patent Attorney teams across Australia and New Zealand. This role could be based on the east coast of Australia (preferably in Sydney or Melbourne) or in New Zealand (preferably in Auckland). Working five days per week.

Key responsibilities

Processing correspondence from clients and various IP offices including IP Australia, IPONZ and WIPO

Maintaining accurate IP records and proactively managing critical deadlines and docketing activities in Pearce IP's management system (Foundation IP)

Preparing and filing Trade Mark and Patent applications, as well as other prosecution-related correspondence via the IP Australia and IPONZ portals

Drafting and preparing correspondence and liaising with clients and associates on behalf of attorneys

Providing general administrative and secretarial support services to Pearce IP's solicitors, attorneys and paralegals

Billing support, including preparing, finalising and distributing invoices, including through e-billing platforms, and responding to billing enquiries

About you

Minimum two years' experience supporting IP professionals with trade mark and ideally patent prosecution work

Well-developed analytical, problem solving and decision-making abilities

Ability to prioritise multiple tasks and manage deadlines across a high volume of matters and for multiple attorneys

Confidence in direct client communications and peer-to-peer interactions

Proficiency in Office 365

Proficiency in Foundation IP (or Inprotech) and Actionstep or similar systems

A structured and highly organised way of working with a strong work ethic and exceptional initiative

Birthday leave

Generous parental leave

Still birth and miscarriage leave

Menopause and menstrual leave

Study support

Loyalty recognition: employees are provided with an additional week of annual leave each year after five years' employment

About us

Pearce IP is an award-winning specialist IP firm offering intellectual property lawyer, patent attorney and trade mark attorney services to a diverse client base, with many of our clients in the pharmaceutical, biopharmaceutical, biotech and other life sciences industries. Our team is based across Australia and New Zealand, and we develop, coordinate and execute local and multi-jurisdictional IP litigation strategies. Pearce IP also provides services relating to regional and global business development activities and licensing deals, and drafts and prosecutes patent and trade mark applications around the world. Pearce IP is committed to and celebrates a diverse and inclusive workplace. We are a workplace where it is normal to see women in leadership and where pay equity is a given.