Patent Prosecution Legal Administrative Assistant

Haynes and Boone, LLP; California; On-site; USD 85,000 - 120,000; Full time

Job summary

Haynes and Boone, LLP is seeking an experienced legal administrative professional to support Intellectual Property Attorneys and Patent Agents in patent prosecution and related duties in Orange County, CA. The role emphasizes independent judgment, discretion, and familiarity with IP processes.

The position involves preparing filings, managing electronic submissions with USPTO and foreign offices, maintaining client files, assisting with billing, and coordinating with the Docketing Department.

Qualifications

• Minimum of three to five years of patent prosecution experience.
• Strong working knowledge of U.S. Patent and Trademark rules, processes, and procedures.
• Familiarity with IP terminology and general office procedures.

Responsibilities

• Prepare patent prosecution filings for attorney review, including IDS, terminal disclaimers, restriction requirements and shell amendments.
• Manage electronic filing of U.S. and foreign applications.
• Monitor filing deadlines using docket reports for IP matters; assist with docket review and communication to the Docketing Department.
• Review, route, and follow up on incoming correspondence to ensure timely reporting to clients.
• Create and maintain electronic and physical files, update client preferences in firm systems.
• Assist with client billing and time entry, including auditing and following billing instructions.
• Coordinate file transfers and delegate tasks to clerks to meet deadlines.
• Prepare and file assignment recordations with the USPTO and calculate filing cost estimates.

Skills

Patent prosecution knowledge

Microsoft Office

Communication skills

Attention to detail

Team collaboration

Billing & CRM familiarity

Education

High school diploma

Two years college or equivalent

Tools

PCT Easy

EFS-Web

PAIR

Pattsy Wave

PatentHunter

CIP Patent Annuity Service

USPTO/WIPO/EspaceNet

DeskSite

Chrome River

Carpe Diem

Job description

This non-exempt position supports Intellectual Property Attorneys and Patent Agents by performing patent prosecution and administrative duties under minimal supervision. The role requires a high level of independent judgment, discretion, and a thorough understanding of organizational procedures and established practices.Essential DutiesPrepare patent prosecution filings for attorney and patent agent review and approval, including Information Disclosure Statements (IDS), terminal disclaimers, restriction requirements, and shell amendments.Manage the electronic filing of all U.S. and foreign applications through PCT Easy and EFS-Web, remaining current on system updates and upgrades.Monitor filing deadlines using docket reports for U.S. and foreign patent, trademark, and copyright matters; assist with docket review and clearance and communicate relevant information to the Docketing Department.Review, prioritize, route, and follow up on incoming correspondence (email, fax, and mail), ensuring timely reporting and response to clients.Transmit documents electronically to clients, courts, the USPTO, Secretary of State, Copyright Office, and other agencies using firm-approved methods.Create, maintain, and organize electronic and physical files, including maintaining client preferences and contact information within firm systems.Assist with client billing and time entry, including auditing, revising, and following client-specific billing instructions.Coordinate incoming and outgoing file transfers.Delegate tasks to clerks, monitor work product, and ensure deadlines and quality standards are met.Prepare and file assignment recordations electronically with the USPTO.Calculate filing cost estimates and coordinate related documentation.Copy, distribute, transmit, file, and otherwise manage completed work product using electronic, mail, courier, or express delivery methods as appropriate.Maintain electronic files, contacts, and case dockets for assigned attorneys.Perform administrative functions related to firm operations, including processing new client and matter requests, client billing, time reports, and expense reports.Draft and edit correspondence related to client matters; perform word processing for drafts, revisions, and final documents, including proofreading and redlining for accuracy.Coordinate meetings and appointments, receive clients and guests as requested, and maintain attorney calendars, including hearings and other commitments.Other DutiesProvide legal administrative support to summer associates, visiting attorneys, and attorneys whose assigned secretaries are absent.Perform other related duties as assigned.Reporting RelationshipThis position reports directly to the Office Administrator and indirectly to assigned attorneys.QualificationsKnowledge and ExperienceMinimum of three to five years of experience in patent prosecution with a strong working knowledge of U.S. Patent and Trademark rules, processes, and procedures.Working knowledge of general office procedures and strong familiarity with intellectual property legal terminology.Proficiency with IP-related systems and tools, including (or similar to): PCT Easy, EFS-Web, PAIR, Pattsy Wave, PatentHunter, CIP Patent Annuity Service, and USPTO, WIPO, and EspaceNet websites.Proficiency with firm technology platforms is strongly preferred, including DeskSite, Chrome River, and Carpe Diem.Advanced proficiency in Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.Prior experience managing expense reports, client billing, multi-line phones, conflict checks, and CRM systems (such as Interaction) is preferred.Experience supporting multiple attorneys is required.SkillsAdvanced word processing and computer skills across multiple software platforms.Excellent written and verbal communication skills, including strong grammar, spelling, and punctuation.Strong attention to detail, organization, and follow-through.Professional phone etiquette and strong client service orientation.Working knowledge of legal filing and record-keeping practices specific to intellectual property matters.Ability to manage multiple priorities, meet deadlines, and adapt in a fast-paced environment.Ability to work collaboratively and effectively as part of a team, with flexibility and professionalism.EducationHigh school diploma required; two years of college or equivalent experience preferred but not required.Physical DemandsAbility to move throughout the office up to 15 percent of the time to perform tasks such as copying, filing, and equipment operation.Remains stationary approximately 85 percent of the time while operating computers and other office equipment.Occasionally required to lift or move materials weighing up to 15 pounds.Requires frequent verbal and written communication with attorneys, clients, and staff.Must be able to view and interpret information on a computer screen for extended periods of time.Working ConditionsOffice environment. Overtime may be required based on business needs.Salary Range:The expected salary range for this position is $85,000.00-$120,000.00. Please note that the final offer amount may vary based on experience and skillset of the selected candidate.At Haynes and Boone, our people are the driving force behind our success. Because we value the role every individual plays in how we deliver exceptional legal services, we hire people who will contribute to our professional reputation, enhance client relationships and share in our success.Haynes and Boone’s Orange County office serves the needs of California’s premier technology industries and capitalizes on the West Coast’s global access. We have vibrant practices in intellectual property (IP), in-bound Asian work, venture-funded corporate matters, and big-ticket litigation such as patent, securities, insurance coverage, and class action labor and employment matters. Our thriving economic community is home to an array of businesses, ranging from Fortune 500 companies to emerging technology ventures. Our expanded presence here heightens Haynes and Boone’s coast-to-coast capabilities while giving clients the benefits of our growing geographic base. Most of our California-based lawyers have earned engineering or technical degrees in addition to law degrees, enhancing their understanding of the intricacies of IP. Our team members have been recognized in publications such as The Best Lawyers in America directory (Woodward/White, Inc.) , Intellectual Asset Management (IAM) Patent 1000 (Globe White Page Ltd) , and Managing IP Magazine ( Euromoney Institutional Investor PLC). We are committed to having an inclusive workforce that reflects our communities, and we seek highly motivated lawyers and staff who value our culture of respect and teamwork.