Legal Administrative Assistant (IP)

Haynes and Boone, LLP•Houston, TX

3d•Onsite

About The Position

This non-exempt position performs full legal administrative duties for attorneys and patent agents under minimal supervision. This position requires the individual to perform with a high degree of independent judgment and discretion. Requires a thorough knowledge of organizational procedures and precedents.

Requirements

At least three to five years of experience with patent prosecution work and a strong working knowledge of U.S. Patent and Trademark rules, processes and procedures.
Working knowledge of general office procedures, as well as, strong familiarity with legal terminology related to Intellectual Property (IP).
Must be knowledgeable in the following IP related technologies or similar technologies: PCT Easy, EFS Web, PAIR, Pattsy Wave, PatentHunter, CIP - Patent Annuity Service, USPTO, WIPO and Espace.net websites.
Advanced word processing/computer skills utilizing a variety of software programs including, but not limited to, MS Word, Excel, Outlook and PowerPoint.
Excellent written and verbal communication skills, including grammar, spelling and punctuation.
Strong phone etiquette, attention to detail and follow through skills are required.
Must be knowledgeable with legal filing and record-keeping practices as relevant to IP.
Must be highly organized and able to successfully multi-task and meet set deadlines.
Strong customer service skills, ability to be flexible and work effectively as part of a team is required.
Prior experience supporting more than one attorney is required.

Nice To Haves

Working knowledge and experience with the Firm’s technology and applications strongly preferred (NetDocuments; Chrome River; Intapp).
Prior experience with handling expense reports, client bills, multi-line phones and conflict-checking forms, as well as working with Interaction, or another CRM database, is strongly preferred.
Two years of college or equivalent preferred but not required.

Responsibilities

Perform administrative functions associated with firm administrative tasks, including processing new client/matter requests, client bills, time reports and expense reports.
Takes dictation and transcribes, composes correspondence for client-related matters.
Performs word processing of drafts, revisions and final documents for client-related matters, including correspondence, memoranda, bills, timesheets and project work, as needed. This includes proofreading and redlining work for accuracy - copy, format, etc.
Preparation of prosecution filings for review and approval by attorneys/agents (including preparation of IDSs, terminal disclaimers, restriction requirements, shell amendments, etc.)
Handles filing of all Foreign/U.S. applications through PCT Easy/EFS Web and keeping up with upgrades relating to electronic filing systems.
Monitors client files and deadlines in PAIR and Pattsy Wave.
Preparation and filing of assignment recordation on-line with the USPTO.
Calculates filing cost estimates.
Copies, distributes, sends (electronically and/or via mail, courier or express service), files and otherwise handles completed work.
Coordinates travel arrangements.
Maintains physical and electronic files, contacts, and maintains dockets of cases for attorney.
Coordinates meetings and appointments, and properly receives clients/guests, as requested; keeps appointment calendar for attorney (including hearings, court appearances and other commitments).
Handles incoming and outgoing mail.
Provides legal administrative assistance to summer associates, visiting attorneys and attorneys whose legal administrative assistants are absent.
Performs other related duties as needed or assigned.