Hybrid Patent Practice Assistant

Fenwick & West; Palo Alto (CA); Hybrid; USD 76,000 - 108,000; Full time

Job summary

Fenwick & West is hiring a Patent Practice Assistant to provide administrative support for the Client Services Administrative team. The role ensures high-quality service and smooth workflows with lawyers, management, and clients. It offers a hybrid work arrangement across U.S.

offices and a 37.5-hour week, Monday to Friday, with overtime as needed. Responsibilities include conflict checks, docketing, client onboarding, prebills, document uploads, correspondence, calendar coordination, and travel

Qualifications

• Minimum of two years of related administrative work experience.
• Experience in a law firm is preferred.
• Must maintain confidentiality and handle sensitive information.

Responsibilities

• Prepare conflict checks for new matters and process engagement letters for new clients.
• Obtain docket numbers for all matters and create inventor records in the docketing system.
• Create initial client procedures for new clients assigned by the team.
• Review and edit prebills.
• Upload all documents to client databases (U.S. and Non-U.S.).
• Review and process U.S. publications.
• Prepare draft client correspondence.
• Manage room creation and maintenance for specific clients.
• Coordinate group expenses, vendor expenses, and bar dues on request.
• Coordinate attorney calendars and travel arrangements.
• Handle travel arrangements and itineraries.
• Handle time entry corrections as needed.
• Assist with Fenwick CRM database edits.
• Assist MCLE requirements tracking.
• Download USPTO filings from Patent Center.
• Perform status checks on Office actions.
• Serve as back-up to team members.
• Perform other duties as assigned.

Skills

Multitasking

Attention to detail

Initiative

Proofreading

Typing

Client service

Communication

MS Office

Tools

MS Office

Job description

Fenwick & West is hiring a Patent Practice Assistant to provide administrative support for the Client Services Administrative team. The role ensures high-quality service and smooth workflows with lawyers, management, and clients. It offers a hybrid work arrangement across U.S.

offices and a 37.5-hour week, Monday to Friday, with overtime as needed. Responsibilities include conflict checks, docketing, client onboarding, prebills, document uploads, correspondence, calendar coordination, and travel