IP Services Assistant

Troutman Pepper•Philadelphia, PA

6d•$50,000 - $85,000•Hybrid

About The Position

The Intellectual Property (IP) Services Assistant supports the firm’s IP practice by assisting with U.S. and international patent prosecution. The IP Services Assistant is responsible for reviewing daily dockets, handling correspondence, and helping prepare and e-file documents with the USPTO and other agencies. The IP Services Assistant works closely with attorneys, clients, and paralegals to ensure procedures are followed, deadlines are met, and records are accurately maintained. The IP Services Assistant ensures all day-to-day responsibilities are met under established policies and procedures while exercising discretion and confidentiality in maintaining contact with clients, attorneys, and staff. This position has an annual billable hour requirement.

Requirements

Proficient in USPTO procedures and best practices.
Familiarity with U.S. and international patent law, including PCT matters.
Knowledgeable about Patent Center, the USPTO’s electronic filing and management system.
Strong organizational and administrative skills, ensuring efficient management of tasks and responsibilities.
Proactive approach, with a keen ability to anticipate the needs of paralegals and attorneys.
Ability to work under pressure and maintain strong attention to detail while producing a high volume of accurate work.
Ability to compose, proofread, and edit correspondence, ensuring accuracy in punctuation, grammar, and spelling.
Effective communication skills, both verbally and in writing, with diverse groups of clients, attorneys, and staff.
Demonstrates ability to effectively and professionally provide quality client service to both internal and external clients.
Ability to understand specific clients’ needs to provide support and ensure high-quality and accurate work products.
Ability to search various websites to locate information for client communication or maintain accurate information in the firm’s IP-related software applications.
Ability to manage and work independently in both hybrid and in-office settings.
Ability to accept changing assignments and priorities.
Proficient in Microsoft Office products (Excel, Outlook, PowerPoint, Word).
Bachelor’s degree, or any combination of training, education, and experience that demonstrates the ability to perform the duties of the position.
Minimum of two (2) years of progressive patent prosecution experience.

Responsibilities

Prepare documents for USPTO patent filings.
Draft routine reporting letters to send to clients and foreign associates.
Create inventor formality documents for signature, to be submitted to the U.S. Patent and Trademark Office (USPTO).
Respond to client instructions, including confirming and drafting responses to inquiries related to U.S., PCT, and foreign applications.
Utilize electronic resources from the USPTO and other government agencies.
Monitor and manage deadlines for the U.S. and foreign docket, ensuring timely follow-up with attorneys, clients, and management.
Collaborate with the IP docket department to clear daily docket reports according to firm guidelines.
Review client information to ensure compliance with special client instructions and procedures.
Maintain spreadsheets related to portfolio management for specific clients.
Develop and update worksheets to assist attorneys in managing client needs.
Stay informed on rules, regulations, and procedures for filing domestic and international applications, working closely with attorneys.
Complete checklists, such as filing or Issue Fee checklists.
Save documents and correspondence in iManage, the firm’s document management system.
Prioritize daily tasks and communicate if unable to meet deadlines.
Provide back-up support to team members.
Collaborate with the Paralegal and Attorney teams.
Track and record client-billable time to meet billable requirement.
Track and record non-billable time in accordance with firm policy.
Ensure adherence to policies and procedures in daily duties, including client-specific instructions and firm guidelines.