Intellectual Property Administrative Assistant

Foley Hoag LLP • Boston, MA

1d • $57,600 - $72,100 • Hybrid

About The Position

Foley Hoag LLP seeks an Administrative Assistant to support the patent practice group on billing and other administrative tasks. This role requires the ability to provide support across our patent specific systems and our firm-wide billing system. The main responsibilities of this role are opening new clients and new matters for existing clients, ensuring that our billing system captures client specific reference numbers and resolving data discrepancies across our billing and patent specific systems. This position also includes entering diary time, submitting expense reports and assisting with patent data entry and review projects as well as general office administrative duties as assigned. The Administrative Assistant must be available to work overtime when required to meet the demands of this position.
This role is hybrid eligible, with on-site presence in our Boston office required at least two days per week. Specific on-site days will be determined by your supervisor. Core working hours are Monday—Friday 9:00am—5:00pm ET.

Requirements

• 2+ years of office experience, established knowledge of Microsoft Word and Excel
• Attention to detail, ability to detect and resolve data discrepancies across systems
• Professional manner
• Ability to demonstrate discretion when necessary
• Must work well independently as well as be a contributing member of a hardworking team
• Work effectively under stressful time-sensitive conditions
• Strong organization/ prioritization skills
• Conscientious, strong work ethic
• Ability to multi-task
• Associate's degree

Nice To Haves

• Prior experience with billing related systems preferred

Responsibilities

• Opening new clients and new matters for existing clients in our New Business Intake/conflicts check system
• Working with Finance and Billing to resolve discrepancies between the firm wide billing system and Patent Prosecution Group systems to ensure billing continuity.
• Coordinating with Practice Support and Innovation group on projects affecting credit allocations, time and field of law codes.
• Diary time entry for partners, ensuring that all time, costs and expenses are entered in accordance with the firm standards.
• Submitting and tracking attorney expense reports.
• Assisting with booking recurring meetings as needed.
• Providing administrative and/or project-based support to the Patent Administration Team as needed.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 251-500 employees