IP Legal Administrative Assistant

Barnes-&-Thornburg-LL; Chicago (IL); On-site; USD 55,000 - 75,000; Full time

Job summary

BARNES & THORNBURG LLP in Chicago seeks a highly organized legal administrative assistant to support an assigned group of Intellectual Property Trademark and Patent attorneys. You will prepare correspondence, manage the patent docket, calendars, and filing, and coordinate travel and new business intake.

The role requires at least 5 years in a law firm as a legal assistant, with experience supporting patent/trademark matters preferred.

Qualifications

• Minimum 5 years of experience as a legal administrative assistant in a law firm.
• Experience supporting patent and trademark attorneys preferred (2+ years).
• Advanced proficiency in Microsoft Office Suite and related firm software.

Responsibilities

• Prepare correspondence, memoranda, and legal documents from drafts.
• Draft standard correspondence and routine documents.
• Prepare and upload patent documents for filing through the USPTO website.
• Update the patent docketing system to reflect actions taken.
• Review and prioritize incoming patent mail and determine required action.
• Maintain and update the document management system and files.
• Establish and maintain calendars and deadline reminder systems.
• Open new files and request conflict checks.
• Conduct periodic file reviews and assist with records management.
• Manage attorney calendars, meetings, and scheduling including conference calls.
• Coordinate travel arrangements.
• Assist with new business intake including conflict checks.
• Enter and finalize attorney time entries.
• Work with accounting staff to support attorney billing.
• Manage expense reimbursements.
• Respond to phone and email inquiries.

Skills

Organizational skills

Discretion & diplomacy

Attention to detail

Typing speed

Strong communication

Time management

Education

High school diploma

Tools

Microsoft Office Suite

Intapp Time

Linear

Emburse Enterprise

Adobe Pro

iManage

Workshare Compare

Job description

Summary:

Barnes & Thornburg LLP is seeking a highly organized, detail and service-oriented legal administrative assistant for its Chicago office to support an assigned group of Intellectual Property Trademark and Patent attorneys. Applicants must have experience working on patent and trademark matters in a law firm environment and possess the ability to exhibit discretion and diplomacy when working on confidential matters and in sensitive situations. This position will be an excellent fit for self-starters who enjoy anticipating the needs of the assignment and who will be proactive in managing workflow

Key Responsibilities:

• Prepare correspondence, memoranda, and other legal documents from primarily written, and occasionally oral, drafts.
• Draft standard correspondence and other routine documents.
• Prepare and upload patent documents for filing through the USPTO website.
• Update the patent docketing system to reflect actions taken.
• Review and prioritize incoming patent mail and determine required action.
• Maintain and update the document management system and physical files for client and patent office correspondence.
• Establish and maintain calendars and deadline reminder systems, including use of the master calendar.
• Open new files, request conflict checks, and maintain client and general files.
• Conduct periodic file reviews for potential storage, prepare files for closing, and assist with records management.
• Manage attorney calendars, meeting preparation, and scheduling, including conference calls.
• Coordinate travel arrangements.
• Assist with new business intake, including conflict checks.
• Enter and finalize attorney time entries.
• Work with accounting staff to support attorney billing.
• Manage expense reimbursements.
• Respond to phone and email inquiries.
• Perform other duties as assigned.

Qualifications:

• Availability to work core business hours of 8:30 a.m. to 5:00 p.m., with flexibility to work occasional overtime as needed.
• Minimum of 5 years of experience as a legal administrative assistant in a law firm setting.
• At least 2 years of experience supporting patent and trademark attorneys preferred.
• Strong organizational skills and ability to manage multiple priorities effectively.
• Advanced proficiency in Microsoft Office Suite.
• Minimum typing speed of 60+ words per minute.
• Familiarity with relevant legal and firm software is a plus, including Intapp Time, Linear, Emburse Enterprise, Adobe Pro, iManage, and Workshare Compare.
• High school diploma required.

Equal Employment and Opportunity Statement:

Barnes & Thornburg is committed to equal employment opportunity in both principle and as a matter of policy.

We will recruit, hire, train, promote, compensate and provide benefits to all applicants and employees without regard to ancestry, sex, race, color, ethnicity, national origin, gender, age, religion, religious creed, mental and/or physical disability, medical condition, military and/or veteran’s status, genetic information, marital status, sexual orientation, gender identity and/or expression, or any other basis protected by applicable federal, state and local laws.

This policy applies to all recruiting, hiring, promotions, upgrades, layoffs, compensation, benefits, terminations and all other privileges, terms and conditions of employment.

The firm complies fully with all federal, state and local equal employment opportunity laws.