IP Patent & Trademark Administrative Specialist

barnes; Chicago (IL); On-site; USD 55,000 - 80,000; Full time

Job summary

Barnes & Thornburg LLP in Chicago seeks a highly organized legal administrative assistant to support an Intellectual Property Trademark and Patent group. You will prepare correspondence, manage docketing, calendar matters, and assist with new business intake while maintaining confidentiality on sensitive matters.

The ideal candidate has 5+ years in a law firm, strong MS Office skills, and a typing speed of 60+ wpm.

Qualifications

• Minimum typing speed of 60+ words per minute.
• At least 5 years of experience as a legal administrative assistant in a law firm.
• Experience supporting patent and trademark attorneys preferred.
• Advanced proficiency in Microsoft Office Suite and familiarity with firm software.

Responsibilities

• Prepare correspondence, memoranda, and other legal documents from drafts.
• Draft standard correspondence and other routine documents.
• Prepare and upload patent documents for filing through the USPTO website.
• Update the patent docketing system to reflect actions taken.
• Review and prioritize incoming patent mail and determine required action.
• Maintain and update the document management system and physical files for client and patent office correspondence.
• Establish and maintain calendars and deadline reminder systems, including use of the master calendar.
• Open new files, request conflict checks, and maintain client and general files.
• Conduct periodic file reviews for potential storage and assist with records management.
• Manage attorney calendars, meeting preparation, and scheduling, including conference calls.
• Coordinate travel arrangements.
• Assist with new business intake, including conflict checks.
• Enter and finalize attorney time entries.
• Work with accounting staff to support attorney billing.
• Manage expense reimbursements.
• Respond to phone and email inquiries.
• Perform other duties as assigned.

Skills

Organizational skills

Multitasking

Effective communication

Education

High school diploma

Tools

Microsoft Office Suite

Intapp Time

Linear

Emburse Enterprise

Adobe Pro

iManage

Workshare Compare

Job description

Barnes & Thornburg LLP in Chicago seeks a highly organized legal administrative assistant to support an Intellectual Property Trademark and Patent group. You will prepare correspondence, manage docketing, calendar matters, and assist with new business intake while maintaining confidentiality on sensitive matters.

The ideal candidate has 5+ years in a law firm, strong MS Office skills, and a typing speed of 60+ wpm.