What are the responsibilities and job description for the Intellectual Property Legal Assistant position at Whitaker Chalk Swindle & Schwartz PLLC?
Our Firm is currently recruiting an Intellectual Property Legal Assistant. This position will support our Intellectual Property team in a highly collaborative work environment.
Position Overview
We are seeking a detail-oriented, proactive, and highly organized IP Practice Administrative Assistant to support our Intellectual Property legal team. This role is critical to ensuring that operational workflows run smoothly, deadlines are met in a timely manner, and clients and foreign associates remain fully informed.
The ideal candidate will act as the ultimate “follow-up champion” for the practice. You will be responsible for tracking outstanding tasks assigned to attorneys, facilitating the processing of invoices and engagement agreements, and maintaining polished, professional communication with our clients and foreign associates. This is a multi-faceted position that helps in all areas to ensure that the client is serviced in a timely and professional manner, while helping to monitor task execution.
Key Responsibilities and Qualifications
- Must have at least 2-5 years of experience in most of the organizational tasks listed above. Knowledge of filings with the USPTO and the Intellectual Property process is a plus.
- Task Tracking & Persistence: Proactively monitor and follow up on pending tasks assigned to IP attorneys and paralegals. Ensure that internal deadlines are communicated and met well ahead of statutory drop-dead dates. Use Microsoft Teams, Planner, Chat, and Outlook with multiple inboxes is essential.
- Invoice Processing: Ensure vendor invoices are properly routed for timely payments
- Client Communications and Foreign Associate Communications: Draft and send regular status update emails to clients regarding the progress of their patent, trademark, and copyright applications, office action responses, upcoming deadlines, and outstanding input required.
- Workflow Optimization: Maintain a structured, daily follow-up system to ensure no client matter or attorney task slips through the cracks.
We offer a competitive salary and benefits package. Applicants should include a copy of their resume and cover letter, including salary information, to careers@whitakerchalk.com