Ice Miller LLP is seeking a Trademark Legal Services Assistant (“LSA”) to support attorneys in our Intellectual Property group. This LSA will manage all aspects of the administrative practice, including legal and non-legal processes. The LSA will also be responsible for assisting legal personnel in the performance of complex and specialized clerical duties relating to all aspects of the legal process. This person must be capable of working in a fast-paced environment with time-sensitive materials, and maintain strict confidentiality due to the nature of the position.

Essential Job Duties:

• Manage all aspects of administrative practice, including legal and non-legal processes with focus on exceptional client service;
• Analyze, adopt and proactively use firm technology tools to enhance efficiency in all aspects of legal and non-legal processes;
• Assist with new matter opening and intake requests, performing conflict checks;
• Proactively manage trademark prosecution dockets; monitor and follow-up on dates associated with the US and foreign trademark docket, including clearing dates and providing follow-up with attorneys, clients and management in order to provide adequate time to respond;
• Prepare and file trademark applications, extensions of time, statements of use/amendments to allege use, combined declaration and affidavits, and renewals with the USPTO and other duties as assigned;
• Providing billing and expense-related assistance; assisting with routine billing inquiries, expense and invoice review;
• Coordinating travel arrangements;
• Recordation of assignments and name changes in the USPTO and internationally
• Conduct clearance searches and other duties, as assigned;
• Prepare and process outgoing correspondence through mail or fax; arrange for specialized mail or messenger services as required;
• Prepare and draft correspondence, memos, and legal documents according to legal staff and firm requirements using word processing and document management systems;
• Proofread and edit documents to ensure appropriate formatting, grammar, punctuation, and spelling, creating a finished product that is processed for attorney, client or court consumption;
• Manage data in integrated databases that contain client and matter information for multiple legal assignments including, but not limited to, the contact management system, document management system, the docketing system, the time and billing system, the knowledge management system and the electronic mail system complying with established Firm/Practice Group policies and procedures;
• Answer, provide assistance during, and appropriately direct telephone calls for legal staff members as needed;
• Manage scheduling of meetings, appointments, due dates, client-related activities, and case dates on electronic calendars for multiple legal staff members;
• Maintain positive relations with internal clients and co-workers and contribute to the self-directed team structure to assist with overflow and specialized tasks within guidelines set by the firm;
• Organize and maintain files, both electronic and physical, within the guidelines set by the firm.

Minimum Requirements:

• Two years of experience as a Trademark assistant preferred
• Notary a plus
• High School diploma required
• Experience with intellectual property docketing systems (e.g. CPi, AltLegal) a plus
• Excellent clerical skills and knowledge of grammar, spelling and punctuation
• Exceptional customer service skills in person, over the phone and via email
• Exceptional attention to detail and ability to work independently and proactively
• Computer proficient, intermediate or advanced experience using Microsoft Office products such as Word, Excel, and PowerPoint
• Must be able toperform all essential duties