Legal Secretary

Gainor Staffing; Roseland (NJ); Hybrid; USD 95,000 - 110,000; Full time

Job summary

Gainor Staffing is recruiting on behalf of a leading national law firm for a Legal Secretary in its patent practice in Roseland, NJ. The role is hybrid with three onsite days and offers a salary range of $95,000 to $110,000 annually based on experience.

The candidate will manage patent prosecution filings, coordinate US and international filings, maintain dockets, support attorneys, and ensure timely, accurate work with strong client service.

Qualifications

• 5+ years of legal secretary experience with heavy patent prosecution exposure
• Strong knowledge of USPTO procedures, CFR requirements, the MPEP, and applicable patent regulations
• Experience preparing provisional, non-provisional, continuation, divisional, continuation-in-part, §371, and RCE filings
• Comfortable coordinating US, international, and foreign patent filings through outside associates
• Proficient with USPTO Patent Center, EPAS, docketing systems, Microsoft Word, Outlook, and Excel
• Highly organized with strong client service, communication, confidentiality, and multitasking skills

Responsibilities

• Prepare and file patent applications, amendments, Office Action responses, and related prosecution documents
• Coordinate USPTO, international, and foreign filings while tracking deadlines and required materials
• Review patent correspondence, Notices of Allowance, and issued patents and communicate updates to clients
• Support Issue Fee submissions and prepare Certificates of Correction when needed
• Maintain and reconcile attorney and client dockets in partnership with the docketing team
• Open new matters, complete conflict checks, organize files, and update client databases
• Provide calendar, billing, time-entry, travel, correspondence, and document support to attorneys, agents, and law clerks
• Assist with meeting logistics and provide backup support across the broader team

Skills

Legal secretary experience

Patent prosecution exposure

Strong USPTO knowledge

Attention to detail

Client service

Tools

USPTO Patent Center

EPAS

Docketing systems

Microsoft Word

Outlook

Excel

Job description

Our client is a leading law firm with offices across the country. They are seeking a Legal Secretary to join their patent practice team. The position is hybrid with 3 days onsite at their beautiful office in Roseland, NJ.

Who You Are

• You have 5+ years of legal secretary experience with heavy patent prosecution exposure
• Strong knowledge of USPTO procedures, CFR requirements, the MPEP, and applicable patent regulations
• Experienced preparing provisional, non-provisional, continuation, divisional, continuation-in-part, §371, and RCE filings
• Comfortable coordinating U.S., international, and foreign patent filings through outside associates
• Proficient with USPTO Patent Center, EPAS, docketing systems, Microsoft Word, Outlook, and Excel
• Highly organized with strong client service, communication, confidentiality, and multitasking skills

What You’ll Do

• Prepare and file patent applications, amendments, Office Action responses, and related prosecution documents
• Coordinate USPTO, international, and foreign filings while tracking deadlines and required materials
• Review patent correspondence, Notices of Allowance, and issued patents and communicate updates to clients
• Support Issue Fee submissions and prepare Certificates of Correction when needed
• Maintain and reconcile attorney and client dockets in partnership with the docketing team
• Open new matters, complete conflict checks, organize files, and update client databases
• Provide calendar, billing, time-entry, travel, correspondence, and document support to attorneys, agents, and law clerks
• Assist with meeting logistics and provide backup support across the broader team

What Success Looks Like

• Patent filings are accurate, complete, and submitted on time
• Dockets and prosecution deadlines remain current and fully reconciled
• Attorneys and clients receive responsive, high-level support
• Complex matters are managed efficiently with exceptional attention to detail

Salary Range: $95,000 –110,000 annually, based on experience

Location: Roseland, NJ – Hybrid

Gainor is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at Gainor are based on business needs, job requirement and individual qualifications, without regard to race, color, religion, creed, sex, sexual orientation, gender (including gender identity and expression), age, national origin, immigration status, marital or familial status, citizenship status, ancestry, physical or mental disability, genetic information, reproductive health decision making, veteran or military status, or any other characteristic or status protected under applicable federal, state, or local law.