Intellectual Property Administrative Assistant

Ward and Smith, P.A.; New Bern (NC); On-site; USD 42,000 - 54,000; Full time

Job summary

Ward and Smith, P.A. seeks an Intellectual Property Administrative Assistant to support attorneys and paralegals in New Bern or Raleigh. The role covers executive support, calendar management, client relations, and file organization, with emphasis on accuracy and confidentiality.

The successful candidate will have 1–3 years of administrative experience (preferably in a law firm), an Associate's degree or higher, and a NC Notary Public commission or the willingness to obtain one.

Qualifications

• Associate's degree or higher preferred; commensurate experience may substitute.
• 1–3 years of administrative experience, preferably in a law firm.
• Must have NC Notary Public commission or ability to obtain.

Responsibilities

• Provide executive support to attorneys and paralegals.
• Calendar management, filings, and document processing.
• Client relations, notary, and file management duties.

Skills

Time management

Analytical skills

Written and verbal communication

Discretion and initiative

Notary Public commission (NC)

Education

Associate's degree or higher

NC Notary Public commission

Tools

PDF software

Microsoft Office

Document management system

Job description

Ward and Smith, P.A. is a full-service law firm with multiple offices throughout the Carolinas. We pride ourselves in providing quality services to our clients through a culture of teamwork and collegiality. We are seeking an Intellectual Property Administrative Assistant to join either our New Bern or Raleigh office.

The role of the ***Administrative Assistant*** is to provide a higher level of personalized and proactive administrative support to attorneys and paralegals which includes, but is not limited to: executive support; project management; calendar support; contact maintenance; client relations; notary; physical and electronic file management; mail processing; research; technology support including, but not limited to:emailing documents in PDF and non-PDF format, scanning documents, assisting with electronic filings, locating documents in document management system, assisting with the setup of teleconferences, and internet-based research; word processing work including, but not limited to: typing transcription, drafting, revising, proofing, and printing correspondence, memoranda, and legal documents using various software applications.

Successful candidates will be well organized, with strong time-management skills; have excellent analytical skills; thrive in a fast-paced environment, managing shifting priorities; have the ability to make clear and timely decisions, develop a work schedule, set goals, and create/implement action plans to monitor progress; be extremely adaptable, as this position has a large range of tasks and grows with the teams growth; adept at independent problem solving when necessary; possess strong written and verbal communication skills; ability to exercise tact, discretion, and the initiative to efficiently meet the demands of the team; handle and protect highly confidential and proprietary information; have a mastery of PDF software products, and Microsoft Office suite programs.

Associate's degree or higher education preferred. Commensurate experience may substitute for education. One to three years of administrative experience, preferably in a law firm setting. Basic bookkeeping, accounting, and math skills required. Must have NC Notary Public commission or the ability to obtain same.

Ward and Smith, P.A. is an equal opportunity employer and values a workforce with widely varied perspectives and skillsets. Candidates from all backgrounds are encouraged to apply.