IP Administrative Support Assistant
About The Position
Nelson Mullins is seeking an Intellectual Property Administrative Support Assistant to join our Boston or Minneapolis office and provide high‑volume administrative support to our Intellectual Property practice. In this role, you will work closely with IP Assistants, IP Coordinators, attorneys, and firm service departments across multiple office locations, supporting a fast-paced and deadline-driven IP practice. You will play a critical role in ensuring the accurate coordination, organization, and execution of administrative and practice‑related tasks that support patent and trademark matters. A Day in the Life In this role, you will conduct conflict checks and submit New Client/New Matter Requests for new patent applications, organize and maintain client and foreign counsel correspondence in the firm’s document management system using standardized IP naming conventions, perform attorney time entry, document formatting, and production support, arrange travel and process reimbursements, review and route invoices for approval, monitor third‑party vendor correspondence, access internal IP docketing databases, prepare basic patent and trademark correspondence and routine USPTO filings, research U.S. and foreign patent portfolios, perform occasional file audits, and assist the IP Assistants team with overflow administrative support We Know You The ideal candidate is highly organized, detail‑oriented, and comfortable supporting a high-volume Intellectual Property practice in a fast-paced, deadline‑driven environment. This role requires strong administrative skills, professionalism, and the ability to manage multiple priorities while delivering accurate and timely work both independently and as part of a team.
Requirements
- 0–3 years of experience in an administrative, legal support, or professional services environment
- Strong organizational skills with the ability to manage multiple tasks and shifting priorities
- Excellent written and verbal communication skills with a high level of attention to detail
- Proficiency in Microsoft Office (Outlook, Word, Excel) and the ability to learn new systems quickly
Responsibilities
- Conduct conflict checks and submit New Client/New Matter Requests for new patent applications
- Organize and maintain client and foreign counsel correspondence in the firm’s document management system using standardized IP naming conventions
- Perform attorney time entry, document formatting, and production support
- Arrange travel and process reimbursements
- Review and route invoices for approval
- Monitor third‑party vendor correspondence
- Access internal IP docketing databases
- Prepare basic patent and trademark correspondence and routine USPTO filings
- Research U.S. and foreign patent portfolios
- Perform occasional file audits
- Assist the IP Assistants team with overflow administrative support
Benefits
- employees may be eligible for merit-based raises and benefits such as healthcare, retirement plans and paid time off
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
