IP Legal Administrative Assistant
About The Position
Barnes & Thornburg LLP is seeking a highly organized, detail and service-oriented legal administrative assistant for its Chicago office to support an assigned group of Intellectual Property Trademark and Patent attorneys. Applicants must have experience working on patent and trademark matters in a law firm environment and possess the ability to exhibit discretion and diplomacy when working on confidential matters and in sensitive situations. This position will be an excellent fit for self-starters who enjoy anticipating the needs of the assignment and who will be proactive in managing workflow.
Requirements
- Availability to work core business hours of 8:30 a.m. to 5:00 p.m., with flexibility to work occasional overtime as needed.
- Minimum of 5 years of experience as a legal administrative assistant in a law firm setting.
- Advanced proficiency in Microsoft Office Suite.
- Minimum typing speed of 60+ words per minute.
- High school diploma required.
Nice To Haves
- At least 2 years of experience supporting patent and trademark attorneys preferred.
- Familiarity with relevant legal and firm software is a plus, including Intapp Time, Linear, Emburse Enterprise, Adobe Pro, iManage, and Workshare Compare.
Responsibilities
- Prepare correspondence, memoranda, and other legal documents from primarily written, and occasionally oral, drafts.
- Draft standard correspondence and other routine documents.
- Prepare and upload patent documents for filing through the USPTO website.
- Update the patent docketing system to reflect actions taken.
- Review and prioritize incoming patent mail and determine required action.
- Maintain and update the document management system and physical files for client and patent office correspondence.
- Establish and maintain calendars and deadline reminder systems, including use of the master calendar.
- Open new files, request conflict checks, and maintain client and general files.
- Conduct periodic file reviews for potential storage, prepare files for closing, and assist with records management.
- Manage attorney calendars, meeting preparation, and scheduling, including conference calls.
- Coordinate travel arrangements.
- Assist with new business intake, including conflict checks.
- Enter and finalize attorney time entries.
- Work with accounting staff to support attorney billing.
- Manage expense reimbursements.
- Respond to phone and email inquiries.
- Perform other duties as assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
