IP Legal Administrative Assistant Intern

shook-careers; Kansas City (MO); On-site; USD 40,000 - 60,000; Full time

Job summary

shook-careers is seeking an Administrative Assistant in the United States to provide basic clerical and organizational support to Intellectual Property Legal Administrative Assistants. The role involves scheduling, file management, and coordinating resources to handle multiple tasks.

You will prepare legal documents, proofread, file with the USPTO, and support Word Processing and reception staff. A high school diploma or GED and at least 3 months legal experience (or equivalent) are preferred;

Qualifications

• High school diploma or GED required.
• 3 months legal experience preferred, or equivalent combination of education/experience.
• Types at a speed of at least 25 WPM.

Responsibilities

• Provide administrative and legal clerical support to IP Legal Administrative Assistants.
• Calendar due dates and deadlines.
• Create and maintain electronic files.
• Coordinate resources to complete multiple tasks.
• Provide overflow assistance as needed.
• Prepare correspondence, reports, memoranda, and legal documents.
• Proofread, photocopy, assemble, and distribute materials.
• Keyboard, scan and revise documents.
• Coordinate long document production with Word Processing personnel.
• Prepare requests to open new matters.
• File official documents with the USPTO and forward correspondence.
• Handle correspondence, telephone calls, photocopying and faxes; assist reception staff.

Skills

Administrative support

Legal document prep

Calendar management

Time-entry software

Word processing

Proofreading

Education

High school diploma or GED

Tools

Time-entry software

Document management systems

Job description

• Contributes to the efficient operation of the law firm by providing basic (administrative and legal) clerical and organizational assistance to the firm Intellectual Property Legal Administrative Assistants, while participating in training sessions and building skills to advance to the position of Intellectual Property Legal Administrative Assistant.
• Calendar due dates and deadlines.
• Create and maintain electronic files including, but not limited to, saving emails.
• Coordinate resources to ensure multiple and complex tasks/activities are completed as required.
• Provide overflow assistance as needed and/or assigned.
• Prepare a variety of correspondence, reports, memoranda, and legal documents required by the timekeepers from handwritten notes, transcribing equipment, drafts or oral instructions.
• Proofread, photocopy, assemble, and distribute prepared materials as necessary.
• Keyboard, scan and revise a variety of documents.
• Coordinate lengthy document production with Word Processing personnel.
• Prepare requests to open new U.S. or foreign matters.
• File official documents with the USPTO and forwarding correspondence as directed.
• Provides prompt, courteous and professional handling of correspondence, telephone calls, photocopying and faxes while assisting legal administrative assistants, switchboard operators and receptionists.
• Sets up files as directed, codes documents and routes materials to the proper person, and files to ensure that materials are well-organized, maintained and accessible to timekeepers.
• Prepares expense reports.
• Learns to prepare legal documents and enter time into firm-specific time-entry software.
• Works on special projects as assigned by supervisor and/or team coordinator.
• Participates in periodic meetings to ensure and improve work group effectiveness.
• Attends training sessions offered at the firm in order to become proficient with software currently in use.
• Will learn and provide back-up reception/Guest Services desk assistance as needed.

High school diploma or general education degree (GED) required. Three months legal experience is preferred, OR equivalent combination of education and/or experience. Types at a speed of at least 25 WPM.