IP Legal Admin Pro with AI Tools

WorkLLama; Boston (MA); On-site; USD 65,000 - 90,000; Full time

Job summary

WorkLLama is seeking an Associate, Administrative Services to support our Intellectual Property (IP) legal group within the Office of the General Counsel. The role emphasizes confidentiality, initiative, and the integration of AI tools to streamline workflows.

Responsibilities include document preparation, complex calendar management, billing, travel coordination, and special projects. A proactive, detail-oriented professional with 5+ years' administrative experience is preferred.

Qualifications

• Minimum 5 years of administrative assistant experience or 3 years of paralegal experience.
• Strong MS Office and SharePoint skills; familiarity with legal/IP systems.
• Excellent judgment, confidentiality, and ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• Prepare, edit, and assist with legal documents, memos, reports, and filing under attorney supervision.
• Manage multiple calendars, coordinate travel, process expense reports, and track team schedules.
• Review invoices for billing guidelines; create matters in billing systems; assist with budget planning.
• Manage outside visitors, host meetings, and handle advanced clerical duties.
• Maintain knowledge of AI tools and platforms to improve departmental efficiency.
• Communicate with internal and external stakeholders while handling confidential issues.
• Coordinate special projects within the IP legal group.

Skills

Calendar management

Attention to detail

Confidentiality

Proactive

Communication with stakeholders

Education

High School Diploma or equivalent

Bachelor’s or Associate degree (preferred)

Notary Public commission / professional certifications (preferred)

Tools

MS Office Suite

SharePoint

Concur

Tymetrix360

Clarivate First to File

TIPMS

Job description

WorkLLama is seeking an Associate, Administrative Services to support our Intellectual Property (IP) legal group within the Office of the General Counsel. The role emphasizes confidentiality, initiative, and the integration of AI tools to streamline workflows.

Responsibilities include document preparation, complex calendar management, billing, travel coordination, and special projects. A proactive, detail-oriented professional with 5+ years' administrative experience is preferred.