Advanced Administrative Assistant

Denso•Southfield, MI

About The Position

This role serves as a system administrator for the internal IP Docketing System, ensuring accurate files, deadlines, and status tracking. The position involves reviewing and managing patent and trademark dockets, monitoring deadlines, identifying required actions, and coordinating with internal stakeholders and external law firms. Responsibilities include processing correspondence from patent offices, supporting patent prosecution activities, preparing evaluation materials and filing documentation, and maintaining knowledge of the patent lifecycle. The role also coordinates foreign patent filings, conducts trademark searches, supports trademark clearance, and assists with global trademark processes. Additionally, it involves coordinating Intellectual Property Review Board meetings, preparing and finalizing IP-related documents, monitoring outside counsel compliance, managing communications with law firms, processing invoices, supporting budget tracking, and handling reporting to the parent company. The position also entails preparing correspondence, maintaining standard operating procedures, assisting with contract management, supporting data privacy projects, conducting legal research, and performing other duties to support the Legal Department.

Requirements

Experience and working knowledge of USPTO filing procedures and general IP docketing practice required.
Attention to detail, excellent organizational and time management skills required.
Demonstrated effective written and verbal communication skills preferred.
Proficiency in Microsoft Excel and Power Point.
Familiarity with systems for IP Docketing.
Minimum of five years working in the Intellectual Property field primarily focused on patent prosecution and IP docketing.

Nice To Haves

Associates degree or paralegal certification preferred.

Responsibilities

Serve as system administrator for the internal IP Docketing System, maintaining accurate files, deadlines, and status tracking.
Review and manage patent and trademark dockets, including monitoring deadlines, identifying required actions, and coordinating with internal stakeholders and external law firms’ docketing teams.
Review, analyze, and process incoming patent and trademark correspondence from U.S. and foreign patent offices.
Support patent prosecution activities by assisting the Assistant General Counsel with preparation of evaluation materials and coordination related to prosecution strategy for non‑provisional patent applications.
Prepare draft evaluation sheets and supporting documentation for non‑provisional and provisional patent applications, including preparation of official filing documentation for submission to the USPTO.
Maintain working knowledge of the full patent lifecycle, from pre‑filing through prosecution and issuance.
Coordinate foreign patent filings, including issuing foreign filing instructions to foreign associates.
Conduct and analyze trademark searches, provide support for trademark clearance and due diligence, and assist with advising on trademark processes globally.
Coordinate Intellectual Property Review Board (IPRB) meetings, including preparation of presentation materials, distribution of meeting summaries, and follow‑up on action items.
Prepare, finalize, and coordinate execution of IP‑related formal documents in collaboration with external counsel.
Assess and monitor outside counsel compliance with company‑issued IP and billing guidelines.
Manage communications with external law firms in coordination with the Assistant General Counsel.
Receive, review, and process invoices from external counsel; support budget tracking and reporting for the Legal Department.
Support reporting to the parent company and process instructions received from the parent company, including compiling information related to ongoing royalty payments.
Prepare correspondence and routine communications on behalf of attorneys, as needed.
Review, update, and maintain standard operating procedures and internal legal process documentation.
Assist with full lifecycle contract management, from intake through execution.
Contribute to the development and maintenance of contract templates, playbooks, and internal legal guidance and tools to improve efficiency.
Coordinate and proactively support cross‑functional alignment on current and anticipated data privacy projects.
Conduct legal research and draft memoranda at the direction of in‑house counsel.
Perform other duties as necessary to support the operational and administrative needs of the Legal Department.