Legal Assistant - Intellectual Property (Indianapolis)

MMM LEGAL GROUP; Indianapolis (IN); On-site; USD 45,000 - 60,000; Full time

Job summary

Taft Stettinius & Hollister LLP seeks a legal assistant to support the Intellectual Property practice in our Indianapolis office. 3+ years of experience in IP clerical and administrative tasks is required to help manage filings, correspondence, and docketing with a professional, client-focused approach.

The role emphasizes collaboration with attorneys and paralegals, ensuring timely processing of patent and trademark matters while maintaining precise records and efficient workflows.

Qualifications

• 3+ years related experience in a legal support role.
• Knowledge of patent and trademark terminology and processes.
• Familiarity with USPTO rules and IP software is preferred.
• Excellent written and verbal communication; strong organizational skills.

Responsibilities

• Prepare, review, and process patent and trademark filings and renewals.
• Draft and proofread correspondence and documents for IP matters.
• Monitor docketing dates and deadlines; manage workflows with the team.
• Support billing, client communications, and file management.
• Provide general clerical support and collaborate with attorneys/paralegals.

Skills

Organizational skills

Attention to detail

Communication skills

Microsoft Office

Tools

Microsoft Office 2016

Job description

Taft is seeking a legal assistant to support our Intellectual Property practice group in Taft's Indianapolis office.

We are seeking a legal assistant with 3+ years' experience to support our Intellectual Property team in our Indianapolis office. All Taft employees operate under a "Client First" philosophy—in all things, we seek to provide exceptional services to our clients.

Duties & Responsibilities

• Prepares, reviews and processes patent and trademark registration applications, filings and renewals.
• Prepares, reviews, proofreads, and processes patent and trademark prosecution documents.
• Works closely with attorney/paralegal team to develop, implement and maintain processes, procedures and policies for patent and trademark work flow.
• Processes daily incoming and outgoing correspondence, including with clients, outside counsel, U.S. Patent and Trademark Office, and foreign patent offices.
• Drafts and proofreads correspondence, transmittal documents, and other documents necessary to the practice to ensure accuracy; tracks and obtains signatures when required.
• Carefully monitors docketing dates and deadlines, being proactive in ensuring that deadlines are met or brought to the attention of attorney/paralegal team; carefully monitors workflow of matters to ensure timely handling.
• May provide administrative support in opposition, interference, infringement, and related proceedings as needed.
• Exhibits outstanding client service in greeting guests, talking with clients, preparing correspondence, answering questions, and ensuring that matters proceed through the pre-defined administrative process.
• Manages client contacts, electronic mail, and print and electronic documents.
• May prepare exhibits and other materials for intellectual property litigation.
• May conduct factual research for patent and trademark matters.
• Enters and reviews time charges; may review and edit final client invoices for accuracy.
• Creates, organizes, maintains, and closes files in accordance with prescribed internal policies.
• Works collaboratively with other IP team members to ensure that work is completed, deadlines met and department needs are met.
• Processes and tracks requests for payments and reimbursements.
• May occasionally perform paralegal (IP Specialist) duties; however, primary role is providing clerical and administrative support for attorney/paralegal team.

Requirements

• 3+ years related experience.
• Knowledge of patent and trademark terminology, prosecution procedures, and deadlines for both U.S. and foreign intellectual property matters; knowledge of current USPTO rules and procedures; experience with intellectual property software systems.
• Demonstrated excellent organizational skills, sufficient to set and manage priorities; to manage and meet deadlines; and to self-start and ensure that work is timely completed.
• Strong attention to detail and accuracy; good judgment and analytical and problem-solving skills.
• Excellent communications and writing skills.
• Ability and willingness to demonstrate collaborative work habits and an 'ownership mentality' in understanding the work to be done and assuring that it is timely and accurately completed.
• Proficient in Microsoft Office 2016 suite (Word, PowerPoint, Excel, Outlook).

Taft is an Equal Opportunity Employer. The information in this posting presents general duties, tasks, and responsibilities but is not intended to be an exhaustive listing. Taft Stettinius & Hollister LLP participates in E-VERIFY.