Patent Practice Assistant

Fenwick & West; Idaho; Hybrid; USD 76,000 - 108,000; Full time

Benefits offered by this job

Healthcare benefits

Life Insurance

Wellbeing program

Job summary

Fenwick & West is seeking a Patent Practice Assistant to provide administrative support to the Client Services Administrative team. The role supports an efficient workflow, deadline-driven tasks, and a harmonious relationship with lawyers, management, and clients. Hybrid work in U.S.

offices with a 37.5-hour week, Monday–Friday, 9:00 am–5:30 pm, with overtime as needed. The ideal candidate has 2+ years of relevant administrative experience, preferably in a law firm, and proficiency in MS Office.

Qualifications

• Multitask in a highly demanding, deadline-driven environment.
• Attention to detail in all admin tasks.
• Take initiative and work independently and in a team.
• Proofread typed material for grammatical errors.
• Type standard correspondence from dictated or written material.
• Provide exemplary client service across departments and vendors.
• Strong written, verbal and organizational skills.
• Maintain confidentiality with discretion.
• Promote teamwork and respect among firm personnel.
• Proficient in MS Office applications.

Responsibilities

• Prepare conflict checks for new matters and process engagement letters.
• Obtain docket numbers for U.S. and Non-U.S. matters and enter client details.
• Create initial client procedures for new clients.
• Review and edit prebills.
• Upload documents to client databases.
• Review and process U.S. Publications.
• Prepare draft client correspondence.
• Manage propel room creation and maintenance for specific clients.
• Manage group and vendor expenses and bar dues.
• Coordinate attorney calendars and scheduling.
• Handle conference room and visiting office requests.
• Arrange travel plans and itineraries.
• Make time-entry corrections as needed.
• Edit Fenwick CRM database records.
• Assist with MCLE tracking.
• Download USPTO filings from Patent Center.
• Perform status checks on Office actions.
• Serve as back-up to team members.
• Perform other duties as assigned.

Skills

Multitasking

Attention to detail

Initiative

Proofreading

Typing

Client service

Communication

Organization

Confidentiality

Teamwork

MS Office

Tools

MS Office

Patent Center

Job description

Fenwick is seeking a Patent Practice Assistant who will be responsible for providing administrative support to the Client Services Administrative team. The assistant will ensure quality service and a harmonious working relationship with lawyers, management, supervisors, co-workers, and clients by maintaining effective and efficient workflows, and working ahead of deadlines.

This role can be based in any of our U.S. offices and offers a hybrid work arrangement, allowing you to work both from home and in the office. The frequency of in-office work will be determined by business needs and guided by your department’s directives. The work schedule for this position (non-exempt) will be 37.5 hours per week, Monday - Friday, from 9:00 am - 5:30 pm, with flexibility and ability to work overtime, as needed.

Job Description

• Prepare conflict checks for new matters, prepares and process engagement letters for new clients.
• Obtain docket numbers for all U.S. and Non-U.S. matters including creating inventor records in the Fenwick patent docketing system, as needed, including entry of client contact details.
• Create initial client procedures for new clients assigned by the team.
• Review and edit prebills.
• Upload all documents (both U.S. and Non-U.S.) to client databases, as needed.
• Review and process U.S. Publications.
• Prepare draft client correspondence.
• Manage propel room creation and maintenance for specific clients.
• Manage group expenses, vendor expenses, and bar dues, upon request.
• Coordinate attorney calendars, upon request.
• Handle conference room and visiting office requests.
• Handle travel arrangements, itineraries, and travel logistics.
• Handle time entry corrections as needed.
• Handle Fenwick CRM database edits.
• Assist with MCLE requirements tracking.
• Download USPTO filings from Patent Center.
• Perform status checks on Office actions.
• Serve as a back-up to team members, as required.
• Perform other duties as assigned.

Desired Skills and Qualifications

• Multitask in a highly demanding, deadline-driven environment.
• Possess a high level of attention to detail.
• Take initiative and work both independently and in a team environment.
• Ability to proofread typed material for grammatical, typographical and spelling errors.
• Ability to type standard correspondence, memoranda and similar material in draft or final form from written material or dictation.
• Exemplary client service skills, with the ability to interact with various departments, all levels of firm executive personnel, vendors and contractors.
• Excellent written, verbal and organizational skills.
• Maintain and handle confidential and sensitive information with discretion.
• Promote effective work practices, work as a team member, and show respect for all firm personnel.
• Proficiency in MS Office applications.

The ideal candidate will have a minimum of two (2) years of relevant administrative work experience. Experience in a law firm setting is preferred.

#LI-Hybrid

Benefits and Compensation Details

At Fenwick, we believe that our partners and employees are our most important asset. Helping you and your families achieve and maintain good health - physical, emotional, and financial - is the reason we offer a comprehensive benefit program. We provide benefits to eligible employees under plans such as Healthcare, Life Insurance, Health Savings Accounts, Flexible Spending Accounts, and Wellbeing. Except as otherwise required by law, temporary employees are generally not entitled to these benefits.

The anticipated range for this position is:

$76,000 - $107,500

Depending on the role, the actual base salary offered may depend upon a variety of factors, including without limitation, the qualifications of the individual applicant for the position, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job.

A discretionary bonus for eligible employees may also be available based on performance. Additional information about employee eligibility for benefits and discretionary bonus will be made available upon request.