Legal Administrative Assistant - Trademark

Haynes and Boone, LLP•Dallas, TX

1d•Onsite

About The Position

At Haynes and Boone, our people are the driving force behind our success. Because we value the role every individual plays in how we deliver exceptional legal services, we hire people who will contribute to our professional reputation, enhance client relationships and share in our success. Haynes and Boone is one of the largest law firms in Dallas, and it continues to grow. In 2023, Haynes and Boone moved its headquarters to a new 27-story office tower in the Harwood District of uptown Dallas. Lawyers in our Dallas office serve all the firm’s practice and industry areas – including corporate, litigation, banking/finance, insurance law, healthcare law, labor and employment, estate planning, real estate, bankruptcy, intellectual property, white collar crime, and antitrust. Our Dallas lawyers are widely recognized in their practice areas in publications such as The Best Lawyers in America directory (Woodward/White, Inc.) and the Chambers USA legal directory (Chambers & Partners). This office attracts high-energy, technically proficient people who enjoy working in a collegial environment. We are committed to having an inclusive workforce that reflects our communities, and we seek highly motivated lawyers and staff who value our culture of respect and teamwork. This non-exempt position provides administrative and legal support to partners and associates with minimal supervision and requires the individual to perform with a high degree of independent judgment and discretion.

Requirements

A minimum of 2 years experience with Trademark rules, processes and procedures.
The legal administrative assistant should possess working knowledge of general office procedures, as well as familiarity with legal terminology related to Intellectual Property (IP).
The legal administrative assistant must possess advanced word processing/computer skills utilizing a variety of software programs including, but not limited to, MS Word, Excel, Outlook and PowerPoint.
The individual must possess excellent written and verbal communication skills, including grammar, spelling and punctuation.
Strong phone communication skills, as well as 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.
Must be able to move around the office up to 15% of the time to make copies, fax, file, etc.
Remains stationary at least 85% of the time.
This position operates computers and other office productivity machines (e.g., copier, printer) on a regular basis.
Occasionally required to move documents or files weighing up to 15 lbs.
This position requires constant communication and exchange of information with the firm attorneys, clients and staff.
This position must be able to inspect and observe information on a computer screen at least 80% of the time.
Office environment.
Overtime required when necessary.
The legal administrative assistant should possess a high school diploma.

Nice To Haves

Working knowledge and experience with the Firm’s technology and applications strongly preferred (NetDocs; Chrome River; Intapp).
Prior experience with handling expense reports, client bills, and conflict-checking forms, as well as working with Interaction, or another CRM database, is strongly preferred.
Prior experience supporting more than one attorney is required.
Associate degree, or college coursework, or equivalent work experience preferred.

Responsibilities

Perform secretarial and administrative functions associated with firm administrative tasks, including processing new client/matter requests, client bills, time reports and expense reports.
Create, revise, finalize and send out correspondence to clients, foreign associates and adverse parties.
Researching status inquiries on PTO website.
Downloading documents from PTO databases.
Preparation and filing of assignment recordation with the USPTO.
Sending electronic IP Docketing Slip forms for all pertinent items.
Maintain and update foreign and U.S. trademark prosecution files and case materials both in physical files and in electronic records management systems.
Prepare and transmit standardized correspondence relating to trademark prosecution to clients and attorneys including reporting letters, invoices, search reports and status reports.
Maintain client contact information, including creating a Client Procedure Sheet for each client (detailing client preferences).
General administrative duties or tasks as required, which may include but is not limited to calendaring, scheduling, and processing invoices.
Coordinates travel arrangements.
Handles incoming and outgoing mail.
Provides assistance to summer associates, visiting attorneys and attorneys whose secretaries are absent.
Performs other related duties as needed or assigned.