IP Resource Assistant

Nixon Peabody LLP; Chicago (IL); Hybrid; USD 57,500 - 79,200; Full time

Benefits offered by this job

Hybrid work schedule

Competitive compensation

Job summary

Nixon Peabody LLP in Chicago, IL seeks an IP Resource Assistant to provide administrative support to the IP Practice Group, including profiling emails, filing documents with courts and the USPTO, and processing invoices.

The role may specialize in patent prosecution or litigation and offers a hybrid work schedule. Ideal candidates have 0–2 years admin or IP experience and a keen eye for detail.

Qualifications

• 0–2 years of administrative or IP experience, preferably within a law firm or professional services environment.
• Bachelor’s Degree preferred; work experience in lieu of a degree will be considered.
• Willingness to learn and navigate the firm’s IP systems (Pattsy Wave, Aderant, Chrome River, NetDocuments).
• Excellent attention to detail and ability to research client matters to identify the appropriate folder.
• Working knowledge of Windows-based software applications (Microsoft Office Suite).

Responsibilities

• Prepare or assist with IP formalities and tasks (assignments, file folder preparation, bates stamping, etc.).
• Assist with preparing documents related to IP prosecution and/or IP litigation matters.
• Review incoming email correspondence, identify the related client matter, and save electronically into the appropriate folder.
• Send reporting documents to clients (e.g., Office Actions, Notices of Recordation, Notices of Publication).
• Assist with various USPTO and IP litigation related procedures (IDS, reexamination, IPR proceedings).
• Assist with research on IP prosecution and/or litigation projects.
• Coordinate with New Business Intake for new matter openings and conflict checks.
• Process incoming vendor invoices and expense reports in Chrome River.
• Assist with upkeep of prosecution folders within the firm’s document management system.
• Work closely with other staff members to provide on-site administrative support to the IP team.
• Perform other duties as assigned.

Skills

Administrative support

IP experience

Attention to detail

Communication skills

MS Office proficiency

Education

Bachelor’s Degree preferred

Tools

Pattsy Wave

Aderant

Chrome River

NetDocuments

Job description

IP Resource Assistant

The IP Resource Assistant provides administrative support to the IP Practice Group, including profiling incoming emails, filing documents with courts and the USPTO, processing invoices, and performing basic IP‑related tasks. This role may specialize in patent litigation, patent prosecution, or trademark matters based on individual expertise, and offers a hybrid work schedule.

Location

Chicago, IL

Responsibilities

• Prepare or assist with IP formalities and tasks (assignments, file folder preparation, bates stamping, etc.).
• Assist with preparing documents related to IP prosecution and/or IP litigation matters.
• Review incoming email correspondence, identify the related client matter, and save electronically into the appropriate folder.
• Send reporting documents to clients (e.g., Office Actions, Notices of Recordation, Notices of Publication).
• Assist with various USPTO and IP litigation related procedures (IDS, reexamination, IPR proceedings).
• Assist with research on IP prosecution and/or litigation projects.
• Coordinate with New Business Intake for new matter openings and conflict checks.
• Process incoming vendor invoices and expense reports in Chrome River.
• Assist with upkeep of prosecution folders within the firm’s document management system.
• Work closely with other staff members to provide on‑site administrative support to the IP team.
• Perform other duties as assigned.

Qualifications

• 0‑2 years of administrative or IP experience, preferably within a law firm or professional services environment.
• Bachelor’s Degree preferred; work experience in lieu of a degree will be considered.
• Willingness to learn and navigate the firm’s IP systems (Pattsy Wave, Aderant, Chrome River, NetDocuments).
• Excellent attention to detail and ability to research client matters to identify the appropriate folder.
• Working knowledge of Windows‑based software applications (Microsoft Office Suite).
• Demonstrated interpersonal and communication skills, both verbal and written, with ability to work with personnel at all levels.
• Ability to maintain confidentiality and discretion.
• Initiative to analyze and solve problems in standardized situations.
• Ability to work independently and prioritize with minimum direct supervision.
• Ability to handle multiple projects with varying deadlines.
• Experience navigating the USPTO website.
• Research proficiency of patent and trademark prosecution rules and regulations (MPEP, TMEP, CFR).
• Strong attention to detail and proofreading skills.

Compensation and Benefits

• Chicago, IL: $57,500 to $79,200
• In addition to a standard benefits package, this role may be eligible for contingent compensation based on work performance, geographic location, experience, education, and qualifications.

Equal Opportunity & E-Verify

Nixon Peabody LLP is an Equal Opportunity/Affirmative Action Employer: Disability/Veteran. Nixon Peabody is committed to creating a fair workplace and does not discriminate against any employee or applicant for employment because of race, creed, color, national origin, sex, age, disability, marital status, sexual orientation, citizenship status, or any other characteristic protected by applicable law.

To comply with Federal law, Nixon Peabody participates in E-Verify. All newly hired employees are verified through this electronic system established by the Department of Homeland Security (DHS) and the Social Security Administration (SSA) to confirm their identity and employment eligibility.