Intellectual Property - Paralegal

Albany International Corp.•Portsmouth, NH

7h•Onsite

About The Position

Albany International Corp.’s Legal Department is seeking a Paralegal or Administrative Assistant to manage the company’s intellectual property rights across numerous jurisdictions and provide primary operational support to the Assistant General Counsel, Director of Intellectual Property, at Corporate Headquarters. The role administers global patent and trademark portfolios and is responsible for accurate docketing and portfolio records, coordination with inventors, business teams, outside counsel, and service providers, IP formalities, financial administration, and portfolio reporting. The position is based on-site in Portsmouth, New Hampshire, and follows a full-time 9/80 schedule: Week 1 consists of nine-hour days Monday through Thursday and an eight-hour Friday; Week 2 consists of nine-hour days Monday through Thursday, with Friday off. Compensation will be structured to attract and retain the best possible candidate. Due to the restricted nature of the work, applicants must be U.S. citizens or U.S. persons (permanent residents); employment visa sponsorship is not available.

Requirements

Bachelor’s degree, associate degree, or paralegal certificate in a legal, business, or related field; a high school diploma/GED with equivalent relevant experience may be considered.
Four or more years of experience in intellectual property paralegal work, docketing, or portfolio administration, preferably in a corporate legal department or law firm supporting a global portfolio.
Working knowledge of U.S. and foreign patent and trademark prosecution procedures, filing formalities, maintenance requirements, and associated deadlines.
Demonstrated patent and trademark docketing experience, including reviewing correspondence, calculating and monitoring deadlines, and coordinating instructions with outside counsel and foreign associates.
Experience preparing and coordinating execution of assignments, declarations, powers of attorney, inventor documents, and other patent and trademark formalities.
Strong data-management skills and demonstrated ability to maintain accurate portfolio records, conduct data-integrity reviews, and produce reliable status and financial reports.
Proficiency with Microsoft 365 applications, including Excel, Word, PowerPoint, Outlook, SharePoint, and OneNote.
Strong organizational and project-management skills, including the ability to prioritize multiple matters independently, meet deadlines, and follow through on time-sensitive requests.
Excellent written and verbal communication skills and ability to work effectively with inventors, business leaders, attorneys, outside counsel, foreign associates, and service providers.
Sound judgment and demonstrated discretion in handling confidential, privileged, and trade-secret information.
Detail-oriented, proactive, collaborative, and committed to improving workflows, data quality, and operational efficiency.
U.S. citizen or U.S. person (permanent resident); employment visa sponsorship is not available.

Nice To Haves

Experience with SAP or a comparable procurement or financial system.
Experience supporting invention disclosure programs, patent review committees, inventor award programs, outside-counsel billing, budgeting, accruals, or global portfolio reporting.
IPfolio experience.

Responsibilities

Administer Albany International’s global patent and trademark portfolios in coordination with the Assistant General Counsel, Director of Intellectual Property.
Maintain accurate matter records in IPfolio, SharePoint, and related systems, including bibliographic data, status, ownership, costs, and supporting documents.
Review and docket correspondence; monitor domestic and foreign patent and trademark deadlines; and follow up with stakeholders, outside counsel, and service providers to support timely action.
Conduct portfolio and data-integrity audits, reconcile discrepancies, and maintain orderly electronic records.
Coordinate patent annuity and trademark renewal activities, including payment instructions, due-date monitoring, and record updates.
Open, update, and close patent and trademark matters and maintain related files and records.
Coordinate U.S. and foreign filings, prosecution formalities, registrations, recordations, and renewals with outside counsel and foreign associates.
Coordinate execution of assignments, declarations, powers of attorney, inventor documents, and other filing formalities; track completion and retain executed copies.
Support IP searches, application and registration status reviews, and collection of patent-use and trademark-use information from the business.
Manage invention disclosure intake and processing, verify submissions are complete, maintain supporting records, and coordinate follow-up with inventors and business teams.
Prepare materials and reports for patent review committee meetings and provide administrative support for committee decisions and follow-up actions.
Prepare periodic portfolio, docket, status, and activity reports for the Legal Department and business units.
Administer the inventor awards program, including award reports, communications, payment instructions, and plaque orders.
Handle confidential, privileged, and trade-secret information with care and discretion.
Serve as an operational liaison with outside counsel, foreign associates, and IP service providers to support accurate, timely, and cost-effective portfolio administration.
Review invoices for accuracy and billing compliance; coordinate approvals, payment processing, and resolution of billing questions.
Maintain IP spending records and reports and support budgeting, accruals, and outside-counsel cost tracking.
Coordinate vendor matters, engagement documentation, and service-provider records as needed.
Provide administrative support for IP meetings, records, reporting, and department operations.
Prepare presentations, correspondence, and other materials for the Legal Department and business stakeholders.
Process procurement requisitions in SAP and maintain related records.
Identify opportunities to improve IP workflows, data quality, reporting, and administrative processes.
Follow applicable publicized safety policies and procedures, use identified PPE, attend assigned safety training and programs, and report observed safety hazards; correct hazards when capable.
Perform other related duties as assigned.