IP Administrative Assistant

IP Administrative Assistant

Location: Boston, MA

The Organization: Large U.S. Based Multinational Law Firm

Salary & Benefits: Base salary up to 91K; Generous paid overtime and bonus; Medical, Dental and Vision Coverage; Transit Program; generous Paid Time Off; 401K w/match; Life Insurance; exceptional culture.

Summary: Seeking an administrative assistant to support a busy Global IP practice. Candidate must be willing to work independently in a fast-paced, corporate environment. Well-paid overtime can be anticipated.

Key Responsibilities:

• Manage internal and external communication with clients, attorneys and IP Department globally; maintain contact information for all clients in marketing database
• Serve as a gatekeeper for attorneys by obtaining and responding to client requests
• Answer incoming phone calls, direct calls to appropriate parties and take notes for attorneys; organize and coordinate video and tele-conferences
• Oversee attorney calendars, including scheduling adjustments
• Draft, proofread and oversee communication and correspondence, written and electronic
• Maintain client files in an organized fashion; communicate with clients on outstanding matters and providing necessary information and materials to client at any given time
• Use word-processing functions for document preparation, including TOC’s / TOA’s and formatting according to USPTO and firm policies
• Oversee client billing for attorneys and manage invoicing cover letters for attorneys; liaise with billing department, attorneys and clients in regarding to billing detailed billing matters
• Review monthly Credit Card expenses; process and review administrative and personal charges via electronic program
• Oversee and audit partner time and record time for billing purposes
• Maintain IP filing system; utilize iManage document management system for easy organizing and retrieval of pertinent case information
• Manage incoming e-mail and physical mail correspondence; send to appropriate parties as needed
• Coordinate international and domestic travel and car service; manage expenses via Concur
• Draft IP Matter Reports; track and update matters in database

Qualifications:

• 3 years IP Assistant experience in Patent Prosecution required
• Knowledge of USPTO and TTAB rules preferred
• Familiarity with international filing procedures, drafting correspondence, and conducting due diligence reviews of intellectual property