4681 - IP Resource Assistant

Nixon Peabody LLP; Chicago (IL); Hybrid; USD 57,500 - 79,200; Full time

Job summary

Nixon Peabody LLP is seeking an IP Resource Assistant in Chicago, IL. This entry-level position involves supporting the IP Practice Group by providing administrative assistance including profiling emails, processing invoices, and preparing court documents. A hybrid work schedule is available, allowing flexibility within the role.

Qualifications include a Bachelor’s Degree preferred, 0-2 years of relevant experience, and strong attention to detail. Familiarity with Microsoft Office and willingness to learn IP systems are important for this role.

Qualifications

• 0–2 years of administrative or IP experience, preferably within a law firm or professional services environment.
• Willing to learn and navigate through the firm’s IP systems.
• Demonstrated ability to work on multiple projects with various deadlines.

Responsibilities

• Provide administrative support to the IP Practice Group.
• Assist with preparing documents related to IP prosecution and litigation.
• Process incoming vendor invoices and expense reports.

Skills

Attention to detail

Communication skills

Ability to work independently

Research skills

Education

Bachelor’s Degree preferred

Tools

Microsoft Office Suite

Pattsy Wave

Aderant

Chrome River

NetDocuments

Job description

Job Description

The IP Resource Assistant is responsible for providing support to the IP Practice Group by providing administrative support, profiling incoming emails and saving them to appropriate electronic folders, processing invoices, preparing and filing documents with courts and the United States Patent and Trademark Office (USPTO), and performing other basic IP related tasks. The IPRA may specialize in patent litigation, patent prosecution, or trademark matters, or any combination thereof, based on their individual expertise and the needs of the practice group. This flexibility ensures that the IPRA can adapt to the evolving demands of the IP landscape and contribute effectively to the team. A hybrid work schedule is available for this position.

Location: Chicago, IL

• Prepare or assist with IP formalities and tasks (assignments, preparing file folders, bates stamping, etc.).
• Assist with preparing documents related to IP prosecution and/or IP litigation matters.
• Review incoming email correspondence, identify the related client matter and save electronically into the appropriate folder.
• Send reporting documents to clients (i.e., Office Actions, Notices of Recordation, Notices of Publication, etc.).
• Assist with various USPTO and IP litigation related procedures (e.g., IDS, reexamination, IPR proceedings, etc.).
• Assist with research on various IP prosecution and/or litigation projects.
• Coordinate with New Business Intake for new matter openings and conflict checks.
• Process incoming vendor invoices and expense reports in Chrome River.
• Assist with upkeep of prosecution folders within the firm’s document management system.
• Work closely with other staff members to provide on‑site administrative support to the IP team.
• Perform other duties as assigned.

To perform this job successfully, you must be able to perform each essential job responsibility listed above, satisfactorily, with or without reasonable accommodation. Nixon Peabody retains the right to change or assign other duties to this position. The requirements listed below are representative of the skills and abilities required.

Job Requirements

• 0–2 years of administrative or IP experience, preferably within a law firm or professional services environment.
• Bachelor’s Degree preferred. Work experience in lieu of a degree will be considered.
• Willing to learn and navigate through the firm’s IP systems (i.e., Pattsy Wave, Aderant, Chrome River, and NetDocuments).
• Excellent attention to detail and ability to research client matter to identify the appropriate folder to file documents in.
• Working knowledge of Windows-based software applications (i.e., Microsoft Office Suite).
• Demonstrated interpersonal and communication skills, both verbal and written, with the ability to work with personnel at all levels.
• Ability to maintain confidentiality and discretion.
• Uses initiative to analyze and solve problems in standardized situations.
• Ability to work independently and to sort priorities with minimum level of direct supervision.
• Demonstrated ability to work on multiple projects with various deadlines.
• Ability to learn and effectively navigate through the USPTO’s website.
• Research patent and trademark prosecution rules and regulations, such as MPEP, TMEP, CFR, etc.
• Strong attention to detail and proofreading skills.

Nixon Peabody LLP is an Equal Opportunity / affirmative action employer: Disability / Veteran. Nixon Peabody is committed to creating a fair workplace and does not discriminate against any employee or applicant for employment because of race, creed, color, national origin, sex, age, disability, marital status, sexual orientation, citizenship status, or any other characteristic protected by applicable law.

To comply with Federal law, Nixon Peabody participates in E‑Verify. All newly hired employees are verified through this electronic system established by the Department of Homeland Security (DHS) and the Social Security Administration (SSA) to confirm their identity and employment eligibility. Please refer to the Notice of E‑Verify Participation and the Right to Work posters on the Nixon Peabody Careers page for more information.

In accordance with applicable Federal and State laws, the anticipated annual salary range for this position, depending on location, is as follows:

• Chicago, IL: $57,500 to $79,200

In addition to a standard benefits package, this role may be eligible for additional contingent compensation based on an array of factors, including but not limited to: work performance, geographic location, work experience, education, and qualifications. Because such contingent compensation is not yet calculable or may be zero ($0) in some circumstances, the above‑listed salary range(s) are Nixon Peabody’s good faith estimate of the annual salary(ies) it reasonably expects to pay for the position at the time of this posting.

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