Legal Administrative Assistant - Patent Prosecution

Marshall, Gerstein & Borun LLP•Chicago, IL

6d•$65,000 - $95,000•Hybrid

About The Position

The Legal Administrative Assistant will play a key role in supporting the Firm’s prosecution team by ensuring the efficient and accurate handling of administrative tasks related to the patent prosecution process. This professional will assist legal professionals and paralegals with preparing and filing patent applications with the USPTO and supporting all phases of the prosecution process. The Legal Administrative Assistant will be relied upon for their strong communication, grammar, proofreading, and writing skills, as well as their exceptional attention to detail. This role reports to the Director of Human Resources and contributes to the overall success of the legal support function.

Requirements

Minimum of 2 years of experience in IP patent prosecution.
Proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint.
Exceptional attention to detail and a high level of accuracy in work.
Strong organizational and problem-solving skills with the ability to manage multiple priorities and meet deadlines.
Excellent verbal and written communication skills; able to interact professionally with individuals at all levels of the Firm.
Ability to exercise sound judgment, maintain confidentiality, and use discretion.
Demonstrated initiative, accountability, and reliability in completing tasks independently with minimal supervision.
Ability to maintain a professional demeanor and represent the Firm in a positive manner.
Willingness and flexibility to work beyond standard business hours when necessary to meet business needs.

Nice To Haves

Law firm experience
Associate or bachelor’s degree
Prior experience working in a law firm

Responsibilities

Patent Prosecution Support: Assist attorneys and the prosecution team with all phases of the patent prosecution process, including filing utility, design, and national phase applications with the USPTO and foreign patent offices. Prepare and file continuing applications and ensure accurate documentation throughout.
Document Preparation & Editing: Draft, edit, and proofread complex documents, reports, and correspondence based on detailed and general instructions. Use Microsoft Word and other firm software to ensure accuracy and consistency in all materials.
Docket and Deadline Management: Review and maintain attorney dockets, monitor deadlines, and track actions required for U.S. and foreign patent matters to ensure timely and effective case management.
File and Records Management: Create and maintain both electronic and physical patent files. Integrate new patent files from acquisitions, ensure proper organization, and support e-filing with the USPTO.
Client Communication: Draft and send correspondence to clients regarding the status of U.S. and foreign patent applications, including acknowledgments, patent certificates, and status updates.
Calendar and Travel Coordination: Manage attorney calendars, organize meetings, and make travel arrangements as needed to support efficient attorney scheduling.
Workflow and Time Entry: Support attorneys with timely and accurate time entry using firm-specific software and client-specific billing protocols. Manage incoming and outgoing work using Timekeeper Work Queues.
Collaboration and Project Support: Provide general administrative assistance to the patent prosecution team and support special projects as needed. Foster team collaboration and contribute to the smooth functioning of the practice area.
Portal and System Maintenance: Maintain client-specific electronic portals and ensure data is current, accurate, and aligned with client and firm requirements.