IP Legal Administrative Assistant

Haynes and Boone, LLP; Costa Mesa (CA); On-site; USD 85,000 - 120,000; Full time

Job summary

Haynes and Boone, LLP seeks a skilled legal administrator to support patent prosecution filings, manage electronic US and foreign filings, and oversee docketing for IP matters. The role involves drafting, billing, file management, and communication with clients and agencies.

The ideal candidate has 3–5 years in patent prosecution, strong IP terminology knowledge, and proficiency with major IP systems. On-site work in California is expected.

Qualifications

• 3–5 years of patent prosecution experience with US rules and procedures.
• Strong familiarity with IP filing processes and terminology.
• Proficient with IP-related systems and firm technology platforms.
• Ability to manage expenses, client billing, and CRM workflows.
• Experience supporting multiple attorneys in a fast-paced firm.

Responsibilities

• Prepare patent prosecution filings and IDS for attorney review.
• Manage electronic filing of US and foreign applications through filing portals.
• Monitor deadlines using docket reports for IP matters.
• Review and route incoming correspondence; communicate with Docketing.
• Transmit documents to clients, courts, USPTO, and agencies.
• Create and maintain electronic/physical files and client data.
• Assist with billing and time entry, auditing and instructions.
• Coordinate file transfers and delegate tasks to clerks.
• Prepare assignment records with the USPTO and cost estimates.
• Draft correspondence, proofreading and redlining; schedule meetings.

Skills

Patent prosecution

IP terminology

Billing & expenses

Office software

CRM systems

Docketing tools

Education

High school diploma

Two years college/experience

Tools

PCT Easy

EFS-Web

PAIR

Pattsy Wave

PatentHunter

CIP Patent Annuity Service

USPTO/WIPO/EspaceNet

DeskSite

Chrome River

Carpe Diem

Job description

• Prepare patent prosecution filings for attorney and patent agent review and approval, including Information Disclosure Statements (IDS), terminal dismiss???
• Manage the electronic filing of all U.S. and foreign applications through PCT Easy and EFS-Web, remaining current on system updates and upgrades.
• Monitor filing deadlines using docket reports for U.S. and foreign patent, trademark, and copyright matters; assist with docket review and clearance and communicate relevant information to the Docketing Department.
• Review, prioritize, route, and follow up on incoming correspondence (email, fax, and mail), ensuring timely reporting and response to clients.
• Transmit documents electronically to clients, courts, the USPTO, Secretary of State, Copyright Office, and other agencies using firm-approved methods.
• Create, maintain, and organize electronic and physical files, including maintaining client preferences and contact information within firm systems.
• Assist with client billing and time entry, including auditing, revising, and following client-specific billing instructions.
• Coordinate incoming and outgoing file transfers.
• Delegate tasks to clerks, monitor work product, and ensure deadlines and quality standards are met.
• Prepare and file assignment recordations electronically with the USPTO.
• Calculate filing cost estimates and coordinate related documentation.
• Copy, distribute, transmit, file, and otherwise manage completed work product using electronic, mail, courier, or express delivery methods as appropriate.
• Maintain electronic files, contacts, and case dockets for assigned attorneys.
• Perform administrative functions related to firm operations, including processing new client and matter requests, client billing, time reports, and expense reports.
• Draft and edit correspondence related to client matters; perform word processing for drafts, revisions, and final documents, including proofreading and redlining for accuracy.
• Coordinate meetings and appointments, receive clients and guests as requested, and maintain attorney calendars, including hearings and other commitments.

Other Duties

• Provide legal administrative support to summer associates, visiting attorneys, and attorneys whose assigned secretaries are absent.
• Perform other related duties as assigned.

Reporting Relationship

• This position reports directly to the Office Administrator and indirectly to assigned attorneys.

Qualifications

Knowledge and Experience

• Minimum of three to five years of experience in patent prosecution with a strong working knowledge of U.S. Patent and Trademark rules, processes, and procedures.
• Working knowledge of general office procedures and strong familiarity with intellectual property legal terminology.
• Proficiency with IP-related systems and tools, including (or similar to): PCT Easy, EFS-Web, PAIR, Pattsy Wave, PatentHunter, CIP Patent Annuity Service, and USPTO, WIPO, and EspaceNet websites.
• Proficiency with firm technology platforms is strongly preferred, including DeskSite, Chrome River, and Carpe Diem.
• Advanced proficiency in Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.
• Prior experience managing expense reports, client billing, multi-line phones, conflict checks, and CRM systems (such as Interaction) is preferred.
• Experience supporting multiple attorneys is required.

Skills

• Advanced word processing and computer skills across multiple software platforms.
• Excellent written and verbal communication skills, including strong grammar, spelling, and punctuation.
• Strong attention to detail, organization, and follow-through.
• Working knowledge of legal filing and record-keeping practices specific to intellectual property matters.
• Ability to manage multiple priorities, meet deadlines, and adapt in a fast-paced environment.
• Ability to work collaboratively and effectively as part of a team, with flexibility and professionalism.

Education

• High school diploma required; two years of college or equivalent experience preferred but not required.

Physical Demands

• Ability to move throughout the office up to 15 percent of the time to perform tasks such as copying, filing, and equipment operation.
• Remains stationary approximately 85 percent of the time while operating computers and other office equipment.
• Occasionally required to lift or move materials weighing up to 15 pounds.
• Requires frequent verbal and written communication with attorneys, clients, and staff.
• Must be able to view and interpret information on a computer screen for extended periods of time.

Working Conditions

• Office environment. Overtime may be required based on business needs.

Salary Range:

The expected salary range for this position is $85,000.00-$120,000.00. Please note that the final offer amount may vary based on experience and skillset of the selected candidate.