IP Resource Assistant

Nixon Peabody LLP; Washington (District of Columbia); Hybrid; USD 58,000 - 79,000; Full time

Job summary

Nixon Peabody LLP seeks an IP Resource Assistant to support the IP Practice Group with admin tasks, email profiling, invoicing, and filing with courts and the USPTO. The role may focus on patent litigation, prosecution, or trademarks, depending on expertise.

A hybrid work schedule is available in Washington, DC, with opportunities to learn IP systems, maintain confidentiality, coordinate onboarding, and collaborate across teams to keep matters organized and compliant.

Qualifications

• 0-2 years of administrative or IP experience, preferably within a law firm.
• Bachelor’s Degree preferred; Work experience in lieu of a degree will be considered.
• Willing to learn and navigate IP systems (e.g., Pattsy Wave, Aderant, Chrome River, NetDocuments).
• Excellent attention to detail and ability to file documents in the correct folders.
• Working knowledge of Windows-based software (MS Office).

Responsibilities

• Prepare or assist with IP formalities (assignments, filing, Bates stamping).
• Assist with IP prosecution or IP litigation documents.
• Review incoming emails and file by matter.
• Send reporting documents to clients (Office Actions, Notices of Recordation, Notices of Publication).
• Assist with USPTO/IP procedures (IDS, reexamination, IPR).
• Research IP prosecution rules and regulations (e.g., MPEP, TMEP, CFR).
• Coordinate with New Business Intake for new matter openings and conflicts checks.
• Process vendor invoices and expense reports in Chrome River.
• Maintain prosecution folders in the document management system.
• Provide on-site administrative support to the IP team.

Skills

Attention to detail

Interpersonal communication

Microsoft Office

Confidentiality

Time management

Research skills

Education

Bachelor’s Degree preferred

Tools

Pattsy Wave

Aderant

Chrome River

NetDocuments

Job description

Job Description: The IP Resource Assistant is responsible for providing support to the IP Practice Group by providing administrative support, profiling incoming emails and saving to appropriate electronic folders, processing invoices, preparing and filing documents with courts and the United Stated Patent and Trademark Office (USPTO), and performing other basic IP related tasks. The IPRA may specialize in patent litigation, patent prosecution, or trademark matters, or any combination thereof, based on their individual expertise and the needs of the practice group. This flexibility ensures that the IPRA can adapt to the evolving demands of the IP landscape and contribute effectively to the team. A hybrid work schedule is available for this position.

Job Description: The IP Resource Assistant is responsible for providing support to the IP Practice Group by providing administrative support, profiling incoming emails and saving to appropriate electronic folders, processing invoices, preparing and filing documents with courts and the United Stated Patent and Trademark Office (USPTO), and performing other basic IP related tasks. The IPRA may specialize in patent litigation, patent prosecution, or trademark matters, or any combination thereof, based on their individual expertise and the needs of the practice group. This flexibility ensures that the IPRA can adapt to the evolving demands of the IP landscape and contribute effectively to the team. A hybrid work schedule is available for this position. A career at Nixon Peabody is the opportunity to do work that matters. It’s the chance to use your knowledge to shape what’s ahead. To share, to innovate, to learn at a firm that taps the power of collective thinking. We’ve created a dynamic, energizing environment that promotes success for our clients and each other. We offer fast growth, connectedness and training in business as well as law. And our rigorous standards assure you are part of a diverse team of top talent at every turn. If you’re someone who’s looking toward the future, we’d love to hear from you.

Location:

Washington, DC

• Prepare or assist with IP formalities and tasks (assignments, preparing file folders, 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 (i.e., Office Actions, Notices of Recordation, Notices of Publication, etc.).
• Assist with various USPTO and IP litigation related procedures (e.g., IDS, reexamination, IPR proceedings, etc.).
• Assist with research on various 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 firms document management system.
• Work closely with other staff members to provide on-site administrative support to IP team.
• Perform other duties as assigned.

To perform this job successfully,

Nixon Peabody retains the right to change or assign other duties to this position. The requirements listed below are representative of the skills and abilities required.

• 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.
• Willing to learn and navigate through the firms IP systems (i.e., Pattsy Wave, Aderant, Chrome River, and NetDocuments).
• Excellent attention to detail and ability to research client matter to identify the appropriate folder to file documents in.
• Working knowledge of windows-based software applications (i.e., Microsoft Office Suite).
• Demonstrated interpersonal and communication skills, both verbal and written, with the ability to work with personnel at all levels.
• Ability to maintain confidentiality and discretion.
• Uses initiative to analyze and solve problems in standardized situations.
• Ability to work independently and to sort priorities with minimum level of direct supervision.
• Demonstrated ability to work on multiple projects with various deadlines.
• Ability to learn and effectively navigate through the USPTO’s website.
• Research patent and trademark prosecution rules and regulations, such as MPEP, TMEP, CFR, etc.
• Strong attention to detail and proofreading skills.

Nixon Peabody LLP is an Equal Opportunity / Aff 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. Please refer to the Notice of E-Verify Participation and the Right to Work posters on the Nixon Peabody Careers page for more information.

In accordance with applicable Federal and State laws, the anticipated annual salary range for this position, depending on location, is as follows:

• Washington, DC: $57,500 to $79,200

In addition to a standard benefits package, this role may be eligible for additional contingent compensation based on an array of factors, including but not limited to: work performance, geographic location, work experience, education, and qualifications. Because such contingent compensation is not yet calculable or may be zero ($0) in some circumstances, the above-listed salary range(s) are Nixon Peabody’s good faith estimate of the annual salary(ies) it reasonably expects to pay for the position at the time of this posting.