IP Administrator Assistant

IP Attorneys•Boston, MA

9d•Onsite

About The Position

The IP Administrator Assistant (IPAA) provides basic clerical, departmental, and overflow domestic patent prosecution practice support. This role involves reviewing and processing standard U.S. Patent and Trademark Office (USPTO) communications, organizing and maintaining electronic data and files, assisting with time entry, and performing general administrative duties. The position also includes document production services, preparing and filing documents with the USPTO, and preparing legal documents, reports, and correspondence associated with domestic patent prosecution. The IPAA will utilize various software applications, coordinate with colleagues, research information, and assist with projects and pilot programs as needed. The role requires flexibility, resourcefulness, and the ability to support the firm's business needs, including working additional hours when necessary.

Requirements

Effective oral and written communication skills.
Strong interpersonal skills and the ability to work effectively with different levels of constituencies both as an individual contributor and in a team setting.
Strong critical thinking, interpretive, and problem-solving skills.
Strong organizational skills with meticulous attention to accuracy and detail.
Ability to prioritize own work.
Flexibility and resourcefulness, and a willingness to support the firm and its business needs.
Ability to respond calmly, efficiently, and effectively in stressful situations.
Comfort using new technologies.
Ability to maintain confidentiality of matters and other firm business information.
Punctual and reliable.
Ability to adhere to established work schedule, but with flexibility required to respond to workload demands and work additional hours when necessary.

Nice To Haves

Bachelors’ degree preferred.
Experience in business or law firm setting preferred.
Proficiency in MS Outlook, Word, and Excel, and applicable IP software solutions preferred.

Responsibilities

Reviews and processes standard U.S. Patent and Trademark Office (USPTO) communications in accordance with firm policy and procedures, including, but not limited to, completion of checklists.
Organizes and maintains the integrity of electronic data and files relating to clients’ intellectual property in accordance with firm policy and procedures.
Assists with practitioner time entry.
Makes copies, faxes documents, pulls files or other information, and assists with other in-office support needs as necessary.
Performs general administrative duties or tasks as required, which may include but is not limited to calendaring/scheduling, processing bills and reimbursements, preparing mail packages.
Provides document production services, which may include but is not limited to styling and formatting of documents; proofreading and checking for appropriate formatting, spelling and grammatical errors; editing; etc..
Prepares and files documents with the USPTO.
Prepares legal documents, reports, and correspondence associated with domestic patent prosecution.
Utilizes a range of software applications including Microsoft Outlook, Microsoft Word, Microsoft Excel, and applicable IP software solutions.
Learns new applications as needed.
Coordinates with colleagues and/or departments to ensure successful completion of assigned tasks and other requests in a timely manner.
Researches and retrieves information for the completion of assigned tasks utilizing applicable resources. Such resources may include the firm Intranet, firm training materials, legal rules books (e.g., the MPEP, etc.), the USPTO website, etc.
Assists with projects as needed.
Participates in pilot programs as needed.
Performs general administrative and support duties or tasks as required and requested.
Takes on additional responsibilities as needed and assigned.