IP Services Assistant

Troutman Pepper Locke LLP; Boston (MA); On-site; USD 50,000 - 85,000; Full time

Job summary

Troutman Pepper Locke LLP seeks an IP Services Assistant to support U.S. and international patent prosecution, reviewing dockets and handling correspondence.

The role involves preparing and e-filing documents with the USPTO and other agencies, coordinating with attorneys and clients, and maintaining accurate records daily. The position requires at least two years of progressive patent prosecution experience and a Bachelor’s degree or equivalent.

Qualifications

• Proficient in USPTO procedures and best practices.
• Familiarity with U.S. and international patent law, including PCT matters.
• Proficient in Patent Center and Microsoft Office products.
• Strong organizational and administrative skills for efficient task management.
• Excellent written and verbal communication with diverse groups of clients and staff.

Responsibilities

• Prepare documents for USPTO patent filings.
• Draft routine reporting letters to clients and foreign associates.
• Create inventor formality documents for USPTO submission.
• Respond to client instructions on U.S., PCT, and foreign applications.
• Utilize USPTO resources and other government systems.
• Monitor and manage deadlines for U.S. and foreign docket with attorneys and clients.
• Collaborate with IP docket department to clear daily docket reports.
• Review client information for compliance with instructions and procedures.
• Maintain portfolio management spreadsheets for specific clients.
• Develop worksheets to assist attorneys in managing client needs.
• Stay informed on filing rules for domestic and international applications.
• Complete filing and Issue Fee checklists as required.
• Save documents in iManage, the firm's DMS.
• Prioritize daily tasks and communicate deadline risks.
• Provide back-up support to team members.
• Collaborate with Paralegal and Attorney teams.
• Track and record client-billable and non-billable time.

Skills

USPTO procedures

Patent law (PCT)

Organizational skills

Communication skills

Attention to detail

Education

Bachelor’s degree or equivalent

Tools

Patent Center

Microsoft Office

Job description

We are always seeking talented, motivated, growth-minded, and creative individuals. Our firm is committed to providing employee support and advancement, while embracing inclusion and innovation as keys to a stronger future.

The Intellectual Property (IP) Services Assistant supports the firm’s IP practice by assisting with U.S. and international patent prosecution. The IP Services Assistant is responsible for reviewing daily dockets, handling correspondence, and helping prepare and e-file documents with the USPTO and other agencies. The IP Services Assistant works closely with attorneys, clients, and paralegals to ensure procedures are followed, deadlines are met, and records are accurately maintained. The IP Services Assistant ensures all day-to-day responsibilities are met under established policies and procedures while exercising discretion and confidentiality in maintaining contact with clients, attorneys, and staff. This position has an annual billable hour requirement of 750.

Essential Duties And Responsibilities

• Prepare documents for USPTO patent filings.
• Draft routine reporting letters to send to clients and foreign associates.
• Create inventor formality documents for signature, to be submitted to the U.S. Patent and Trademark Office (USPTO).
• Respond to client instructions, including confirming and drafting responses to inquiries related to U.S., PCT, and foreign applications.
• Utilize electronic resources from the USPTO and other government agencies.
• Monitor and manage deadlines for the U.S. and foreign docket, ensuring timely follow-up with attorneys, clients, and management.
• Collaborate with the IP docket department to clear daily docket reports according to firm guidelines.
• Review client information to ensure compliance with special client instructions and procedures.
• Maintain spreadsheets related to portfolio management for specific clients.
• Develop and update worksheets to assist attorneys in managing client needs.
• Stay informed on rules, regulations, and procedures for filing domestic and international applications, working closely with attorneys.
• Complete checklists, such as filing or Issue Fee checklists.
• Save documents and correspondence in iManage, the firm’s document management system.
• Prioritize daily tasks and communicate if unable to meet deadlines.
• Provide back-up support to team members.
• Collaborate with the Paralegal and Attorney teams.
• Track and record client-billable time to meet billable requirement.
• Track and record non-billable time in accordance with firm policy.
• Ensure adherence to policies and procedures in daily duties, including client-specific instructions and firm guidelines.

Knowledge, Skills, And Abilities

• Proficient in USPTO procedures and best practices.
• Familiarity with U.S. and international patent law, including PCT matters.
• Knowledgeable about Patent Center, the USPTO’s electronic filing and management system.
• Strong organizational and administrative skills, ensuring efficient management of tasks and responsibilities.
• Demonstrates proactive behavior with a keen ability to anticipate the needs of paralegals and attorneys.
• Ability to work under pressure and maintain strong attention to detail while producing a high volume of accurate work.
• Ability to compose, proofread, and edit correspondence, ensuring accuracy in punctuation, grammar, and spelling.
• Effective communication skills, both verbally and in writing, with diverse groups of clients, attorneys, and staff.
• Demonstrates ability to effectively and professionally provide quality client service to both internal and external clients.
• Ability to understand specific clients’ needs to provide support and ensure high‑quality and accurate work products.
• Ability to search various websites to locate information for client communication or maintain accurate information in the firm’s IP‑related software applications.
• Ability to manage and work independently in both hybrid and in‑office settings.
• Ability to accept changing assignments and priorities.
• Proficient in Microsoft Office products (Excel, Outlook, PowerPoint, Word).

Education And/or Experience

• Bachelor’s degree, or any combination of training, education, and experience that demonstrates the ability to perform the duties of the position.
• Minimum of two (2) years of progressive patent prosecution experience.

The Firm will comply with any applicable city or state workplace mandates in effect in regards to Covid-19.

This position description is intended to describe the general content of and requirements for the performance of the job. The statements contained in the position description are not necessarily all‑inclusive and additional duties and responsibilities may be assigned as determined by business needs.

This position description does not constitute a written or implied contract of employment.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

By applying for this position, you agree and understand that Troutman Pepper Locke will process your Personal Information pursuant to the terms of our Worker and Applicant Global Privacy Notice. If you have questions about our data handling practices, or you are a resident of California, the United Kingdom, or the European Union and wish to exercise your privacy rights, please contact us at [e-mail].

Equal Employment Opportunity

Troutman Pepper Locke adheres to a policy of equal opportunity and will make all employment decisions, which include hiring, promotion, transfer, demotion, evaluation, compensation and separation, without regard to race, color, religion, sex, age, sexual orientation, gender identity or expression, national origin, pregnancy, citizenship, disability, genetic information, marital or armed forces status and any other classification as protected by law.

Compensation is dependent on several factors, such as position, location, market, education, training, and/or experience.

Hiring Salary Range

$50,000.00 - $85,000.00