IP Patent Paralegal

FBT Gibbons; Indianapolis (IN); On-site; USD 108,000 - 130,000; Full time

Job summary

FBT Gibbons LLP is seeking an IP Patent Paralegal to support attorneys on sophisticated patent prosecution matters. The role requires 3+ years in patent/IP paralegal work and experience with docketing software CPi and PracticeLink.

The position can be based in Cincinnati, Columbus, Indianapolis, Nashville, or Washington, DC, with a focus on coordinating filings, deadlines, and client communications in a fast-paced team environment.

Qualifications

• Minimum of 3 years of Patent/IP paralegal experience.
• Experience with docketing software CPi and PracticeLink is a plus.
• Proficiency with Microsoft Office and legal document management.
• Strong organizational and time management skills for deadlines.
• Excellent client service and clear written/verbal communication.

Responsibilities

• Prepare, file and manage USPTO and international patent documents electronically.
• Monitor filing requirements in USPTO and other offices.
• Coordinate with foreign counsel on international filings and deadlines.
• Prepare IDS, cite forms, and manage docket submissions with USPTO.
• Complete client checklists and ensure necessary documents are filed.
• Follow IP Practice Group procedures and document management policies.
• Use CPi Docketing software and review generated reports.
• Assist attorneys in meetings, hearings or mediations.
• Proofread documents produced by attorneys and track time entries.

Skills

Patent IP paralegal experience

Attention to detail

Time management

Client service

Education

Paralegal degree

ABA-approved paralegal certificate

Tools

CPi Docketing

PracticeLink

Microsoft Office

Job description

FBT Gibbons LLP is a national law firm focused on serving companies operating and investing in the middle market. With nearly 1,500 employees across 26 offices, we support clients ranging from large multinationals to mid‑sized businesses and growth‑oriented startups across the United States. Our teams collaborate across departments and geographies to deliver excellent service to our clients, colleagues, and the communities we serve.

At FBT Gibbons, diversity enriches our vibrant culture and empowers our teams to achieve more together. We welcome talented professionals who bring valuable skills, a collaborative mindset, and a shared commitment to helping our firm and clients thrive. Here, you’ll make meaningful contributions, collaborate with exceptional colleagues, and build a career that grows with your skills and ambitions.

We are currently seeking an IP Patent Paralegal to join our collaborative Intellectual Property team and support attorneys on sophisticated patent prosecution matters in a fast‑paced, team‑oriented environment.

The ideal candidate is detail‑oriented, proactive, and knowledgeable in patent rules and procedures, with strong organizational skills and the ability to manage multiple deadlines.

This position can be based in Cincinnati, OH; Columbus, OH; Indianapolis, IN; Nashville, TN; or Washington, DC.

Key Responsibilities

• Assist, prepare and file legal documents with USPTO and other international patent offices electronically (e.g. WIPO) for both PCT and national entry patent applications.
• Stay up to date regarding filing requirements in both the USPTO and other international patent offices.
• Correspond with foreign counsel and, under the guidance of the attorney, provide instructions regarding international applications, registrations, renewals, notices, affidavits, declarations and other necessary documentation in their respective jurisdiction which ensures compliance with all filing requirements and regulations.
• Prepare and file Information Disclosure Statements, including managing the review of patent families and similar applications; prepare formal documents, IDS citation forms, and submission of foreign and non‑patent literature references; and file the documents with the USPTO.
• Complete client checklists, where required, to ensure all necessary documents have been filed and procedural steps have been completed.
• Understand and follow the IP Practice Group’s procedures and record‑keeping policies, including the use of NetDocuments for document management. Communicate directly with clients and attorneys regarding patent matters, including notifying clients and attorneys regarding due dates, obtaining required signatures and documentation, and providing updates.
• Utilize CPi Docketing software and review reports generated from CPi.
• Assist the attorneys in preparing for meetings, hearings, or mediations.
• Proofread documents prepared by attorneys.
• Accurately record time worked and enter time and description into time and billing system in a timely manner.

Job Requirements

• Associates degree or Bachelor’s degree with a major in paralegal studies, or
  • A Bachelor’s degree with an unrelated major, and have:
    • A certificate from an ABA approved paralegal training program specializing in the area for which the candidate is being considered; or
    • Two years’ experience in the area of specialization for which the candidate is being considered or other comparable experience; or
    • Unique qualifications, experience, or training which fill a specific need within FBT Gibbons.
• Minimum of 3 years of Patent Intellectual Property Paralegal experience.
• Prior experience with docketing software. Experience working in CPI and PracticeLink is a plus.
• Accuracy, attention to detail, and thoroughness.
• Strong organizational skills, with the ability to prioritize and work on multiple projects with time constraints and interruptions.
• Ability to work both collaboratively and independently in a deadline‑driven environment.
• Ability to work within established processes and procedures.
• Proficient with technology, including Microsoft Office (Word, Excel, Teams, Outlook).
• Excellent client service skills, both with internal and external clients.
• Ability to communicate information in a clear, well‑organized, and professional manner, both verbally and in writing.

FBT Gibbons is fully committed to equality of opportunity in all aspects of employment. It is the policy of FBT Gibbons to provide equal employment opportunity to all employees and applicants without regard to race, color, religion, national or ethnic origin, military status, veteran status, age, gender, gender identity or expression, sexual orientation, genetic information, physical or mental disability or any other protected status.

FBT Gibbons offers a competitive salary and a comprehensive benefits package, including health care coverage (medical, dental, and vision), life insurance, short‑and‑long‑term disability, paid parental leave, employee wellbeing and EAP programs, paid time off, and a 401(k) retirement plan with employer matching and profit‑sharing. Benefit offerings and eligibility vary by location and are subject to applicable plan terms and legal requirements.

The pay range for this role accounts for the wide range of factors considered in making compensation decisions including but not limited to skill sets; experience and training; licensure and certifications; and other business and organizational needs. For applicants physically based in Washington, D.C., a reasonable estimate of the current range is $52.00 - $62.00 hourly. Actual pay will be determined based on skills, relevant experience and other job‑related factors, consistent with applicable employment laws.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

Applicants must be authorized to work in the United States without current or future employer sponsorship. FBT Gibbons does not provide visa sponsorship for this position.