IP Practice Support & Admin Specialist

Cooley LLP; Palo Alto (CA); On-site; USD 34,000 - 50,000; Full time

Benefits offered by this job

Medical benefits

Health Savings Account

Dental & Vision

Paid Time Off (PTO)

Holidays

Parental leave

Job summary

Cooley LLP seeks an IP Practice Support Assistant to join the IP Services team in Palo Alto. The role supports patent prosecution, counseling, and trademark practice groups with a variety of administrative tasks.

You will handle docketing, conflict checks, document retrieval, invoicing, travel coordination, and billing support while maintaining client-focused service. A Bachelor’s degree is preferred and prior professional services experience is beneficial.

Qualifications

• After orientation, proficient in Microsoft Office, iManage and other firm applications.
• Preferred: Bachelor’s Degree.
• Prior administrative experience in a professional service industry.

Responsibilities

• Process docket number requests and conflict checks.
• Obtain patent/trademark documents and upload IDS references.
• Coordinate travel, reserve conference rooms, and schedule meetings.
• Process domestic vendor invoices and reimbursements.
• Enter practitioner time and fees in timekeeping systems.
• Assist with monthly client bills and prebills.
• Support billing tasks and organize filings per guidelines.
• Assist with general printing, copying, and scanning requests.

Skills

Customer service

Attention to detail

Organization

Prioritization

Communication

Education

Bachelor’s Degree

Tools

Microsoft Office

iManage

IntApp Time

Chrome River

Job description

Cooley LLP seeks an IP Practice Support Assistant to join the IP Services team in Palo Alto. The role supports patent prosecution, counseling, and trademark practice groups with a variety of administrative tasks.

You will handle docketing, conflict checks, document retrieval, invoicing, travel coordination, and billing support while maintaining client-focused service. A Bachelor’s degree is preferred and prior professional services experience is beneficial.