IP Legal Operations & Admin Specialist

WorkLLama; Rahway (NJ); On-site; USD 55,000 - 80,000; Full time

Job summary

WorkLLama in Rahway, NJ seeks an Associate, Administrative Services to support the IP legal group with confidential, high-quality administrative tasks, document preparation, and filing. You will manage calendars, travel, expenses, and assist with billing and budgeting while embracing AI tools to streamline workflows.

Ideal candidates have 5 years of administrative experience (or 3 years as a paralegal), a high school diploma, and proficiency with MS Office, SharePoint, and IP-specific systems.

Qualifications

• High School diploma or equivalent required.
• Preferred: Bachelor’s/Associate degree or professional certifications.
• Experience in administrative support, especially for executives/senior leadership, is desirable.

Responsibilities

• Prepare, edit, and assist with legal documents and filing under attorney supervision.
• Manage multiple complex calendars and travel arrangements; process expense reports.
• Review invoices for billing compliance and assist with budgeting and matter setup.
• Coordinate meetings and manage visitor logistics.
• Maintain AI tool knowledge to streamline workflows within the IP group.
• Communicate with internal/external stakeholders, handling confidential issues.
• Support special IP projects and day-to-day operations.

Skills

Highly organized

Confidentiality

Good judgment

Attention to detail

Willingness to learn AI tools

Education

High School diploma or equivalent

Bachelor’s or Associate degree preferred

Relevant professional certifications preferred

Tools

MS Office Suite

SharePoint

Outlook

Word

Excel

PowerPoint

OneNote

Teams

Concur

Tymetrix360

Clarivate First to File

TIPMS

Job description

WorkLLama in Rahway, NJ seeks an Associate, Administrative Services to support the IP legal group with confidential, high-quality administrative tasks, document preparation, and filing. You will manage calendars, travel, expenses, and assist with billing and budgeting while embracing AI tools to streamline workflows.

Ideal candidates have 5 years of administrative experience (or 3 years as a paralegal), a high school diploma, and proficiency with MS Office, SharePoint, and IP-specific systems.