IP Secretary (Trademark)

ArentFox Schiff; Washington (District of Columbia); On-site; USD 92,000 - 127,000; Full time

Job summary

ArentFox Schiff seeks an IP Secretary to support patent and trademark attorneys with high-volume time entries, client setup, conflicts handling, and billing tasks. You will prepare invoices, proformas, and travel arrangements, collaborating with partners and accounting to ensure timely and accurate work product.

The role is hourly, non-exempt, with a comprehensive benefits package and growth opportunities within a premier firm. Strong docketing and software skills are essential.

Qualifications

• High School Diploma or equivalent; college degree preferred.
• 5+ years of secretarial experience, preferably in a law firm or corporate setting.
• Ability to meet or exceed docketing quality and quantity standards.
• Strong sense of accountability and taking ownership over projects and responsibilities.
• Proficiency in Excel, Word, and Outlook; basic PowerPoint; knowledge of docketing databases.

Responsibilities

• Prepare, enter, proofread, and finalize daily time entries as directed by partner.
• Assist with client setup, conflicts, engagement letters via INTAPP, and new matter requests.
• Support matters for trademark prosecution, opposition, and other engagements with billing setup and coding.
• Process and review proformas, invoices, and related billing letters; coordinate with accounting and partners.
• Generate weekly attorney docket reports and coordinate travel arrangements.

Skills

Secretarial experience

Docketing software

Microsoft Office

Communication skills

Time management

Education

High School Diploma or equivalent

College degree preferred

Tools

INTAPP

3E

Chrome River

Excel

Word

Outlook

PowerPoint

Job description

ArentFox Schiff is an award-winning, globally recognized law firm that delivers sophisticated, innovative, and practical legal solutions to clients around the world. With more than 600 lawyers and policy professionals, ArentFox Schiff's expertise is sought out by Fortune 500s, start-ups, international governments, non-profits and trade associations, and private individuals. Our work spans highly complex, global matters as well as the deeply personal issues that shape the lives of individuals and communities.

Why Join Us

At ArentFox Schiff, we know that diverse backgrounds produce different perspectives, richer thinking, and more creative solutions to the challenges our clients face. We hope you share that vision. Join us and take on the challenge of doing meaningful work while helping us build upon a culture that reflects our dedication to diversity, equity, and inclusion. We base all of our employment decisions on merit and do not discriminate on the basis of any legally protected characteristic.

Job Description

The IP Secretary, guided by department objectives and priorities, performs a variety of secretarial tasks to support assigned patent and /or trademark attorneys and other timekeepers (collectively referred to as “timekeepers”). A key component of this position is to provide a high level of internal and external client service and support, while producing a high volume of consistently excellent work products. In addition, an IP/Trademark Secretary must maintain a general knowledge of the Firm’s patent and/or trademark practice area and a specialized knowledge of the assigned timekeepers’ practice area(s) and clients.

All ArentFox Schiff secretaries are expected to provide professional and quality support to a team of timekeepers. This requires (i) teamwork; (ii) the ability to work closely and effectively with others; (iii) strong communication and technical skills; and (iv) the ability to work under deadlines, time pressures and a high level of demand. An IP Secretary must be able to perform the below duties for all assigned timekeepers.

ESSENTIAL DUTIES AND RESPONSIBILITIES*

• Prepare, enter, proofread, and/or finalize daily time entries, as directed by partner.
• Assist with the setup of new clients, including submission of conflicts, assisting with conflict resolutions, preparation of draft engagement letter and obtaining department head approval of engagement letter via INTAPP. Subsequent submission of signed engagement letter and new case report via INTAPP.
• Assist with the setup of new matters for existing clients for trademark prosecution matters, trademark opposition matters, litigation matters and other engagements. This includes submission of conflict checks and new matter requests via INTAPP while following established client-specific billing setup and coding.
• Under direction by billing partner and accounting personnel, receive/prepare/organize monthly proformas for review by billing attorney. If requested, conduct first review of proformas and/or assist in the application of trademark fee schedule billing. Using the firm’s proforma edit feature in 3E, make narrative edits to each proforma prior to returning the proformas to accounting. Upon receipt of final invoices, proofread to ensure that requested revisions have been made. If required, prepare billing cover letters for attorney review. Send final invoices to clients and inform accounting of submission.
• Assist with resolution of client issues/rejection of invoices and resubmissions.
• Assist with client collection efforts of outstanding receivables as requested by billing partner.
• Assist billing partner with resolution of unallocated credits, including preparation of check requests for client refunds.
• Prepare and submit attorney expense reimbursement requests via Chrome River.
• Forward foreign vendor invoices to accounting with partner approval and with appropriate client/matter numbers.
• Submit domestic vendor invoices through Chrome River.
• Notify accounting of change of address requests.
• Generate weekly attorney docket reports.
• Coordinate travel arrangements with travel agency.
• Provide overflow assistance as needed.

MINIMUM QUALIFICATIONS

• High School Diploma or equivalent required. College degree preferred.
• 5+ years of secretarial experience required, preferably in a law firm or corporate setting.
• Ability to meet or exceed docketing quality and quantity standards.
• Strong sense of accountability and taking ownership over projects and responsibilities.
• Ability to work independently and meet deadlines, including demonstrated ability to work on multiple projects with competing deadlines.
• Proven problem-solving skills and good judgment under pressure.
• Ability to resolve issues and concerns proactively, constructively, directly, and respectfully.
• Ability to assess risk management issues and understanding when to seek appropriate assistance.
• Demonstrate a positive, service-oriented attitude and a commitment to teamwork.
• Respect for confidentiality of client and Firm information.
• Ability to accurately interpret a variety of instructions furnished in written or oral form; to synthesize complex and diverse information.
• Meticulous attention to detail, accuracy, and thoroughness.
• Ability to communicate effectively with all levels of management, staff, and timekeepers.
• Strong technical aptitude, including ability to quickly learn new software applications.
• Proficient in software applications related to functions of position, including Excel, Word and Outlook; basic knowledge PowerPoint preferred; some knowledge of docketing database preferred.
• Reliability, flexibility, and dependability are essential.

This is an hourly, non-exempt position that is eligible for a generous overtime plan that exceeds minimum legal requirements.

The anticipated good‑faith base salary range for this position is:

• Washington, DC: $ 92,000 to $126,500 per year.

Your exact offer will be based on a variety of factors, including but not limited to, your experience, skills, and overall qualifications. We also review compensation regularly against industry benchmarks and performance outcomes, so you can grow your career here with confidence—knowing your pay recognizes both your impact and our commitment to an equitable approach.

In addition to a competitive base salary, certain positions are eligible for a comprehensive performance-based bonus, payable monthly or annually.

We know that the needs of our employees vary and can change throughout the different stages of life. That’s why we offer a wide array of flexible benefit options designed to help you live healthy, live well, and live for tomorrow. In addition to medical, dental, vision, profit‑sharing, generous paid time off, and numerous other benefits, we also provide a flexible reimbursement account that helps pay for the things that contribute to your personal well‑being, in your own way.

Commitment to Equal Opportunity

ArentFox Schiff is committed to equal employment opportunity and diversity in the workplace. We base all employment decisions on merit and maintain a policy of considering all qualified applicants for employment without regard to race, color, religion or creed, sex, gender, sexual orientation, gender identity or expression, age, citizenship status, order of protection status, national origin, ancestry, medical condition, genetic information, marital status, physical or mental disability, parental status, source of income, military or veteran status, unfavorable discharge from military service, or any other basis protected by applicable law. We will consider qualified applicants with criminal histories in a manner consistent with the San Francisco Fair Chance Ordinance.

* The job description is a general summary of the major duties. It may not specify all duties, tasks, and assignments associated with a job. It does not limit or in any way modify the right of management to direct, assign, and control the work of employees in a unit. Accuracy, attention to detail, ability to work effectively in a team environment, and ability to work in an atmosphere of multiple projects and shifting priorities are requirements of all jobs at ArentFox Schiff LLP. Additional job-related qualifications may be specified for some openings. Job descriptions are subject to periodic review and modification.