Patent Practice Assistant

Fenwick & West; Palo Alto (CA); Hybrid; USD 76,000 - 108,000; Full time

Job summary

Fenwick & West is hiring a Patent Practice Assistant to provide administrative support for the Client Services Administrative team. The role ensures high-quality service and smooth workflows with lawyers, management, and clients. It offers a hybrid work arrangement across U.S.

offices and a 37.5-hour week, Monday to Friday, with overtime as needed. Responsibilities include conflict checks, docketing, client onboarding, prebills, document uploads, correspondence, calendar coordination, and travel

Qualifications

• Minimum of two years of related administrative work experience.
• Experience in a law firm is preferred.
• Must maintain confidentiality and handle sensitive information.

Responsibilities

• Prepare conflict checks for new matters and process engagement letters for new clients.
• Obtain docket numbers for all matters and create inventor records in the docketing system.
• Create initial client procedures for new clients assigned by the team.
• Review and edit prebills.
• Upload all documents to client databases (U.S. and Non-U.S.).
• Review and process U.S. publications.
• Prepare draft client correspondence.
• Manage room creation and maintenance for specific clients.
• Coordinate group expenses, vendor expenses, and bar dues on request.
• Coordinate attorney calendars and travel arrangements.
• Handle travel arrangements and itineraries.
• Handle time entry corrections as needed.
• Assist with Fenwick CRM database edits.
• Assist MCLE requirements 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

MS Office

Tools

MS Office

Job description

Job Description Summary

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.

Job Description Summary

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.

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.