What are the responsibilities and job description for the IP IDS Assistant / Office Services Assistant position at Clark & Elbing?
Scientists at law.
Clark Elbing is a top-tier intellectual property (IP) law firm focused on protecting and promoting innovations in life science, chemistry, devices, and diagnostics. Founded in 1996, our firm is known for its premier patent practice and its team of IP attorneys and Ph.D.-level scientists at the forefront of scientific innovation.
We are seeking a highly detail-oriented Information Disclosure Statement (IDS) Assistant to join our Boston office. This will be a hybrid role that combines responsibilities from our IDS team and our Office Services department. It is an excellent entry-level opportunity for individuals interested in patent law, legal operations, and the inner workings of a leading IP law firm. Training in patent law is provided.
This position is full-time and requires a few days’ onsite. The starting salary range is $42,000 – $45,000. This range does not represent potential future increases or promotions. Entry-level hires are given the opportunity for reviews regularly and often as early as 6 months into their tenure with the firm.
Responsibilities May Include:
IDS & Patent Support
- Prepare Information Disclosure Statements (IDSs) and submit for review.
- Review IDS filings, including transmittal letters, U.S. and foreign patent documents, and non‑patent literature citations.
- Provide feedback on IDS pre‑check and post‑check procedures.
- Proofread issued U.S. patents and pre‑grant publications.
- Prepare Requests for Certificates of Correction.
- Maintain dockets for proofreading actions and IDS pre‑ and post‑filing reviews.
- Manage patent literature and upload information to internal databases.
- Handle sensitive and confidential documents, often time‑sensitive in nature.
- Assist Legal Administrative Assistants and other staff as needed.
Office Services & Administrative Support
- Answer and route incoming phone calls; welcome guests and provide hospitality.
- Log, scan, and distribute incoming and outgoing mail, packages, faxes, and daily USPTO correspondence.
- Coordinate outgoing mail, including preparing labels and delivering urgent packages to USPS or other carriers.
- Order and stock office, kitchen, and printer supplies.
- Maintain conference rooms, kitchen, and common areas in a clean and orderly manner.
- Manage guest access, conference room reservations, and meeting technology setup.
- Obtain patent publications, journal articles, and trademark information as requested.
- Perform office errands such as bank deposits and obtaining apostilles.
- Provide light cleaning tasks such as spot cleaning floors, clearing expired food, and breaking down boxes.
- Submit building maintenance or security access requests.
- Schedule courier pickups and deliveries.
- Arrange catering and assist with setup and breakdown for meetings and events.
- Assist with onboarding and offboarding employees.
- Handle large print jobs and document assembly requests.
- Support Practice Systems with client file transfers and preparation of paper filings.
- Oversee daily document mailing requests, including checklists and CPI updates.
- Monitor the Office Services inbox and assist all departments as needed.
Skill Ability Requirements:
- Meticulous attention to detail, strong organization, and excellent time management.
- Excellent spelling, grammar, and written/oral communication skills.
- Professional demeanor, diplomacy, and strong customer service orientation.
- Ability to work independently and collaboratively with all levels of firm personnel.
- Ability to adapt to changing priorities with flexibility and appropriate urgency.
- Strong interpersonal skills and ability to multitask effectively.
- Excellent computer skills, including proficiency with Microsoft Office; familiarity with iManage and CPI preferred.
- Ability to lift up to 30 lbs. regularly.
- Bachelor’s degree required; cum laude designation preferred.
- Legal office experience preferred but not required; training in patent law is provided.
Working Conditions
- On-site office environment in Boston.
- Expected to work the hours necessary to fulfill responsibilities; occasional additional hours may be required based on workload.
- This description outlines the general nature of the role and is not an exhaustive list of all duties or requirements. Reasonable accommodations may be made as required by law.
Benefits Include:
- Hybrid Schedule
- Medical Insurance
- Dental Insurance
- Vision Insurance
- Flexible Spending Account
- Health Reimbursement Account
- Health Savings Account
- 401(k) plan
- Safe Harbor 401(k) contribution
- Profit Sharing 401(k) contribution
- Disability and Life Insurance
- Parental and Family Leave
- Commuting benefits
- Paid Time Off
Clark Elbing LLP is an Equal Opportunity Employer committed to providing all employees with a work environment that is respectful, professional, and inclusive. We prohibit discrimination and harassment of any kind based on race, sex/gender, age, religion, sexual orientation, gender identity or expression, national origin, disability, genetics, pregnancy, veteran status or any other protected characteristic as outlined by federal, state, or local laws.
Salary : $42,000 - $45,000