Intellectual Property Legal Administrative Assistant

Internal Revenue Service; College Park (MD); On-site; USD 50,000 - 70,000; Full time

Job summary

A leading law firm seeks an Intellectual Property Legal Administrative Assistant for its office. This role supports attorneys in patent filings and post-grant proceedings, ensuring compliance with USPTO rules. The ideal candidate has 4+ years of IP secretarial experience and excellent organizational skills.

Qualifications

• 4+ years' IP secretarial experience required.
• Possesses mastery of technology systems.
• Ability to work overtime if needed.

Responsibilities

• Monitors filing deadlines for US and foreign patent applications.
• Assists with the preparation and filing of patent applications and responses.
• Coordinates incoming and outgoing file transfers.

Skills

Organizational skills

Communication skills

Attention to detail

Problem-solving

Proofreading

Education

Bachelor's degree (BA/BS)

Tools

Word

Excel

PowerPoint

Job description

Please note that Jackson Walker is not currently accepting search firm submissions in connection with this opening.

Intellectual Property Legal Administrative Assistant

FLSA Status: Non-Exempt

Department: Intellectual Property (IP)

Reports To: Office Manager

Jackson Walker, the largest law firm in Texas, has an exciting full-time employment opportunity for an Intellectual Property Legal Administrative Assistant (IP LAA) in our Dallas office. The IP LAA supports attorneys with patent filings, post-grant proceedings, and related IP tasks, ensuring compliance with USPTO rules and firm procedures. This role involves managing deadlines, preparing legal documents, coordinating with foreign associates, and handling administrative duties in a fast-paced, team-oriented environment.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Monitors filing deadlines noted on docket reports for all US and foreign patent applications; assists with review/clearing of docketing and communicates details to Docketing.
• Assists with the preparation and filing of patent applications, responses to office actions and related documents with the USPTO, and ensures legal documents are processed in a timely and efficient manner complying with the firm's quality control requirements and USPTO regulations and deadlines.
• Assists with the preparation and filing of Post Grant proceedings, including inter partes review, covered business method, ex parte re-examination, post-grant review and other documents in ongoing post-grant proceedings, in a timely and efficient manner complying with the firm's quality control requirements and USPTO regulations and deadlines.
• Assists in the preparation of PCT applications and correspondence to foreign associates.
• Prepares routine correspondence for attorney/paralegal; creates reporting letters and legal documents utilizing in-house software/database tool.
• Creates, maintains and organizes electronic files; maintains and organizes paper files; maintains client preferences and contacts within firm applications; provides support to and maintains internal client information site.
• Assists with coordination of incoming and outgoing file transfers.
• Assumes responsibility for ensuring the efficient daily administrative operations of the assigned legal team. Communicates with attorneys and helps balance the team's workload to ensure completion of projects within established time frames and quality standards; seeks assistance from the Secretarial Resources Manager when workload demands and deadlines require.
• Composes routine and non-routine correspondence for attorney review as requested and also has strong proofreading skills. Becomes expert at the firm's policies and all applicable administrative procedures.
• Provides administrative support to assigned legal team by ensuring the organization of workflow, maintain files in firm application, process timesheets, client bills and expense vouchers.
• Assists in organizing work schedules by maintaining calendar and contacts, scheduling appointments and coordinating travel arrangements.
• Demonstrates teamwork by providing secretarial and administrative support to neighboring legal teams.

QUALIFICATIONS:

• Possesses mastery of technology systems to include but not be limited to Word, Excel, PowerPoint and the Internet.
• Excellent organizational and communication skills, ability to work independently and as a team member, prioritizing effectively, attention to detail, accuracy, problem solving, detailed proofreading, and editing are essential for success in this position.
• Ability to work overtime if needed.

Education:

• Bachelor's degree (BA/BS) from an accredited college or university preferred.

Years of Experience:

• 4+ years' IP secretarial experience required.

Working Conditions:

• Normal office environment with little exposure to excessive noise and temperature.

We are proud to be an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, veteran status, sexual orientation, gender identity, pregnancy, genetic information, or any other characteristic protected by law and will not be discriminated against on the basis of disability. It is our intention that all qualified applicants are given equal opportunity and that employment decisions be based on job-related factors.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities, or requirements.

If you require a reasonable accommodation to complete the application or interview process, please contact us at [e-mail]