Legal Administrative Assistant - Trademark

About Us:

Marshall, Gerstein & Borun LLP provides sophisticated intellectual property advice and legal services to many of the world’s largest, most innovative businesses, research institutions, universities, and entrepreneurs. For more than six decades, we have been exclusively dedicated to excellence in the practice of IP law. Our size and singular focus enhance efficiency, foster responsive and creative decision-making, and help clients achieve mission-critical results. We cultivate trust, communicate clearly, and deliver effective solutions.

Your Role:

The Legal Administrative Assistant provides essential administrative support to attorneys and paralegals in the Trademark practice area. This role focuses on fostering a collaborative work environment through effective verbal and written communication, while ensuring tasks are completed with precision and efficiency. Key responsibilities include organizing case materials, managing correspondence, and maintaining accurate documentation. The ideal candidate brings excellent organizational skills, a strong attention to detail, and a proactive approach to supporting a dynamic legal team.

Your Impact:

• Trademark Administrative Support: Perform a wide range of administrative tasks for attorneys and trademark paralegals with minimal supervision, applying knowledge of trademark procedures and best practices.
• File and Document Management: Prepare correspondence and ensure proper maintenance of paper and electronic files in line with established protocols.
• USPTO Filing Preparation: Draft and file applications, responses, and other trademark documents with the United States Patent and Trademark Office (USPTO).
• Document Editing: Edit and format complex legal documents accurately and efficiently using Microsoft Word, following both detailed and general instructions.
• Calendar and Travel Coordination: Maintain attorney calendars, schedule meetings, and coordinate travel arrangements as directed
• Deadline Management: Monitor critical deadlines and ensure attorneys are informed and prepared for upcoming trademark-related actions.
• Billing and Invoice Processing: Review and process incoming invoices, proofread client bills, and make revisions as necessary.
• Client and Foreign Agent Communication: Communicate directly with clients and foreign agents, coordinating requests and ensuring timely responses.
• Team Support: Provide general assistance to support the trademark team and contribute to special projects and ongoing administrative needs.

YOUR SKILLS:
Required:

• Minimum of 5 years of experience supporting trademark matters, preferably in a legal or professional services environment.
• Exceptional accuracy and attention to detail with strong organizational and follow-through skills.
•  Clear and professional written and verbal communication skills.
• Ability to collaborate effectively in a team environment that values diverse perspectives and innovative thinking.
•  Professional demeanor with sound judgment, discretion, and commitment to confidentiality.
• Proactive problem-solving skills with demonstrated initiative and accountability.
• Ability to remain flexible and focused while managing multiple priorities and shifting deadlines in a dynamic, fast-paced setting.
•  Adaptability to changing responsibilities in alignment with team and firm goals.
• Flexibility to adjust working hours when needed to meet essential team and client needs.

Preferred:

• Prior experience in a law firm or professional services environment
• Bachelor’s degree or equivalent experience
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
• Familiarity with USPTO and WIPO procedures
• Prior experience working with legal technology and third-party trademark docketing/reporting tools.

YOUR REWARDS:

• Competitive salary, overall compensation and 401(k)
• Hybrid Remote Work Policy (2 Days In Office, 3 Days Remote)
• In-house and external learning and development opportunities
• Career Coaching Services
• Generous health insurance, mental health and well-being benefits

EEO Statement

Our Firm is proud to be an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Our employment decisions are based on individual qualifications, job requirements and business needs without regard to race, color, marital status, sex, sexual orientation, gender identity and/or expression, age, religion, disability, citizenship status, national origin, pregnancy, veteran status and/or any other legally protected characteristics. We are committed to providing reasonable accommodations, if you need an accommodation to complete the application process, please email HumanResources@marshallip.com.