Intellectual Property Legal Assistant

Whitaker Chalk Swindle & Schwartz PLLC; Fort Worth (TX); Presencial; USD 42 000 - 62 000; Tempo integral

Resumo da oferta

Whitaker Chalk Swindle & Schwartz PLLC is seeking an IP Practice Administrative Assistant to support the IP team in a collaborative environment. The role focuses on task tracking, invoice processing, and maintaining proactive communication with clients and foreign associates.

The ideal candidate will manage deadlines, follow up on outstanding tasks, and help ensure smooth operations across the IP practice, including patent, trademark, and copyright matters.

Qualificações

• 2–5 years of experience in organizational tasks; knowledge of USPTO filings is a plus.
• Proactive task tracking and follow-up for IP attorneys and paralegals; ensure deadlines are met.
• Draft and send regular status updates to clients and foreign associates; manage invoicing and engagement agreements.
• Maintain structured daily follow-up workflow to prevent slips in client matters or attorney tasks.

Responsabilidades

• Follow up on pending IP attorney tasks and ensure deadlines are communicated and met.
• Process vendor invoices and engagement agreements.
• Draft client and foreign associate communications with regular status updates.
• Maintain a structured workflow to ensure no matter is overlooked.

Conhecimentos

Task tracking

Communication

Organization

IP process knowledge

Ferramentas

Microsoft Teams

Planner

Outlook

Chat

Descrição da oferta de emprego

Our Firm is currently recruiting an Intellectual Property Legal Assistant. This position will support our Intellectual Property team in a highly collaborative work environment.

Position Overview

We are seeking a detail-oriented, proactive, and highly organized IP Practice Administrative Assistant to support our Intellectual Property legal team. This role is critical to ensuring that operational workflows run smoothly, deadlines aremet in a timely manner, and clients and foreign associates remain fully informed.

The ideal candidate will act as the ultimate “follow-up champion” for the practice. You will be responsible for tracking outstanding tasks assigned to attorneys, facilitating the processing of invoices and engagement agreements, and maintaining polished, professional communication with our clients and foreign associates. This is a multi-faceted position that helps in all areas to ensure that the client is serviced in a timely and professional manner, while helping to monitor task execution.

Key Responsibilities and Qualifications

• Must have at least 2-5 years of experience in most of the organizational tasks listed above. Knowledge of filings with the USPTO and the Intellectual Property process is a plus.
• Task Tracking & Persistence: Proactively monitor and follow up on pending tasks assigned to IP attorneys and paralegals. Ensure that internal deadlines are communicated and met well ahead of statutory drop‑de‑ad dates. Use Microsoft Teams, Planner, Chat, and Outlook with multiple inboxes is essential.
• Invoice Processing: Ensure vendor invoices are properly routed for timely payments
• Client Communications and Foreign Associate Communications: Draft and send regular status update emails to clients regarding the progress of their patent, trademark, and copyright applications, office action responses, upcoming deadlines, and outstanding input required.
• Workflow Optimization: Maintain a structured, daily follow-up system to ensure no client matter or attorney task slips through the cracks.

We offer a competitive salary and benefits package.