Legal Administrative Assistant

Barnes & Thornburg LLP•Chicago, IL

About The Position

The Legal Administrative Assistant – Intellectual Property provides comprehensive administrative and legal support to attorneys and professionals across patent, trademark, and intellectual property litigation matters. This role supports the preparation, filing, and management of IP-related documents in domestic and international jurisdictions, while also performing a wide range of administrative functions to ensure efficient department operations. The position requires strong organizational skills, attention to detail, and the ability to manage multiple deadlines in a fast-paced legal environment. The assistant maintains professional communication with clients, attorneys, and staff, and exercises strict confidentiality in all matters.

Requirements

Ability to read and write in order to proof and perform minor editing (e.g., punctuation, grammar, spelling) of routine law office correspondence and legal case matters. Perform non-complex arithmetic calculations when verifying calculations on forms and documents; maintain records and filing systems at a level normally acquired through completion of high school or equivalent.
Ability to organize and prioritize numerous tasks and complete them under time constraints.
Ability to proofread typed material for grammatical, typographical or spelling errors.
Interpersonal skills necessary in order to communicate and follow instructions effectively from a diverse group of clients, attorneys and staff to provide information with ordinary courtesy and tact.
Interpersonal skills necessary in order to communicate in person, by e-mail and telephone to provide information with ordinary courtesy and tact.
Approximately one to two years on the job experience necessary in order to gain an understanding of law office policies and procedures and produce accurate legal documents with minimal supervision.
Proficiency with Microsoft Word and Outlook.

Nice To Haves

Patent and/or Trademark experience preferred but not required.
Experience in software packages used by the Intellectual Property Department and the United States Patent and Trademark Office is preferred but not required.

Responsibilities

Assist with U.S. and international patent prosecution, including preparation of applications, responses, and related correspondence, as needed.
Maintain and update IP docketing systems, ensuring accuracy of deadlines and actions taken.
Review incoming correspondence from the USPTO, foreign associates, and clients; prioritize and route for action.
Maintain electronic and physical IP files, including correspondence, filings, and prosecution histories.
Assist attorneys with preparation of litigation documents, including pleadings, motions, discovery materials, and exhibits.
Support document organization, production, and filing in federal and state courts, including e-filing.
Strong proficiency Pacer.
Coordinate with attorneys and paralegals on case management and document tracking.
Prepare correspondence, memoranda, and legal documents from written or oral drafts.
Manage attorney calendars, schedule meetings, travel arrangements, and time entry.
Open new matters and coordinate conflict checks
Process billing, review and edit pre-bills, and assist with time entry and expense submissions.
Maintain document management systems and ensure proper organization of records.
Collaborate with administrative departments (word processing, records, reception, etc.) to support workflow.
Maintain strict confidentiality of client and firm information.
Prioritize and manage multiple assignments under tight deadlines.
Perform additional duties as assigned to support attorneys and department needs.