IP Paralegal

Wella Operations US LLC; New York (NY); Hybrid; USD 115,000 - 145,000; Full time

Benefits offered by this job

Hybrid work model

Competitive compensation

Job summary

Wella Operations US LLC in New York City is seeking a US Intellectual Property Paralegal to provide operational and administrative support to the Global Trademark & Brand Protection team. The role focuses on filing and prosecution, portfolio maintenance, and coordinating with external counsel.

You will manage DIAMS records, assist with billing and reporting, and prepare data for quarterly reviews and management presentations.

Qualifications

• Paralegal certificate or equivalent; bachelor's degree preferred.
• 3–5 years of trademark paralegal experience in-house or at law firm.
• Experience filing/prosecuting before USPTO and other IP offices.
• Experience coordinating with foreign counsel on multi-jurisdictional matters.
• Proficiency with IP databases (DIAMS or equivalent, such as CompuMark, Anaqua, or Corsearch).

Responsibilities

• Prepare and file trademark applications directly online (US, EU…) or with external local agents under the instruction and supervision of trademark lawyers.
• Handle straightforward office actions before the same offices, including responses to formality objections and simple refusals, under the supervision of trademark lawyers.
• Coordinate directly with external law firms to file and prosecute trademark applications in the company's priority jurisdictions.
• Maintain accurate and up-to-date records of all filings and prosecution activity in DIAMS.

Skills

Attention to detail

Organizational skills

Excel reporting

English & French

Education

Paralegal certificate

Bachelor's degree preferred

Tools

DIAMS

CompuMark

Anaqua

Corsearch

Job description

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Position Title: US Intellectual Property Paralegal

Location: New York City (hybrid, 3-days in office)

Reports to: Senior Director of Trademarks & Brand Protection

Scope / Brands: Global – All Brands

ROLE PURPOSE

The US Intellectual Property Paralegal will provide critical operational and administrative support to the Global Trademark & Brand Protection team. This role focuses on trademark filing and prosecution, portfolio maintenance, coordination with external counsel, and following up on these deadlines using our IP database (DIAMS). The US IP Paralegal will also support the team on billing, reporting, and data analysis for quarterly business reviews and management presentations.

KEY RESPONSIBILITIES

TRADEMARK FILING & PROSECUTION

• Prepare and file trademark applications directly online (US, EU…) or with external local agents under the instruction and supervision of trademark lawyers
• Handle straightforward office actions before the same offices, including responses to formality objections and simple refusals, under the supervision of trademark lawyers
• Coordinate directly with external law firms to file and prosecute trademark applications in the company's priority jurisdictions
• Maintain accurate and up-to-date records of all filings and prosecution activity in DIAMS

TRADEMARK PORTFOLIO MAINTENANCE & RENEWALS

• Support trademark lawyers in preparing annual portfolio review meetings with the business
• Manage the trademark renewal process before USPTO
• Coordinate renewal instructions with Dennemeyer and external counsel where applicable
• Ensure all portfolio changes, renewals, and status updates are accurately reflected in DIAMS

TRADEMARK COUNSEL COORDINATION

• Serve as the primary operational point of contact with external law firms for filing, prosecution, and renewal matters
• Issue instructions to external counsel, follow up on pending actions, and ensure timely delivery of work product
• Serve as the first point of contact for external counsel on purchase orders, billing, and invoicing matters

REPORTING & GENERAL TEAM SUPPORT

• Prepare data and reports for monthly or quarterly business reviews, including trademark portfolio statistics, enforcement activity summaries, brand protection statistics
• Assist with preparation of presentations and briefing materials for internal stakeholders
• Support brand protection reporting and data compilation as directed by the team
• Ensure DIAMS data integrity through regular audits and clean-up of portfolio records
• Serve as back up for EU IP paralegal based in Darmstadt, Germany
• Ad hoc administrative support to Head of IP

KEY INTERFACE

• Internal: Global IP team
• External: Local agents, trademark offices, and Trademarks and Brand protection vendors
• Team Structure: Working closely with IP lawyers in the US, Geneva, UK and Germany

QUALIFICATIONS & EXPERIENCE

• Paralegal certificate or equivalent qualification; bachelor's degree preferred
• Minimum 3–5 years of experience as a trademark paralegal, either in-house or at a law firm with a significant trademark practice
• Hands-on experience filing and prosecuting trademark applications before the USPTO and other IP offices is preferred
• Experience coordinating with foreign counsel on multi-jurisdictional trademark matters
• Proficiency with IP management databases (DIAMS or equivalent, such as CompuMark, Anaqua, or Corsearch)

KEY SKILLS & COMPETENCIES

• Strong attention to detail and ability to manage high volumes of deadlines simultaneously
• Excellent organizational skills and ability to prioritize competing tasks
• Clear and professional communication skills in English and French, both written and verbal
• Proficiency in Microsoft Office Suite (Excel in particular for reporting)
• Proactive, self-directed work style with ability to operate with minimal supervision
• Collaborative, with comfort working across time zones and in a global team environment
• Familiarity with trademark prosecution procedures across multiple jurisdictions

We offer a competitive compensation package, comprehensive benefits, and opportunities for professional development in a collaborative and inclusive legal team.

We disclose the compensation range for positions in compliance with local law. Actual salaries will vary and may be above or below the range based on various factors including but not limited to location, experience, skills and in comparison to internal incumbents currently in similar roles. PayRange: $115,000-145,000salary per year. The range listed is just one component of Wella Company's total rewards package for employees. Other rewards may include annual bonus plan or variable pay, depending on the role. In addition, Wella Company provides a rich variety of benefits to employees, including health insurance, life and disability insurance, 401(k) retirement plan, paid holidays and paid time off (PTO).

NOTICES

All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, or other legally protected status.

If you need assistance and/or a reasonable accommodation due to a disability during the application process, please [e-mail] . This email account will not respond to inquiries regarding the status of a candidate’s application.