Legal Administrative Assistant – Trademark (MPL)

Stinson LLP • Minneapolis, MN

15h • Hybrid

About The Position

The Legal Administrative Assistant (LAA) produces work related to attorney-client interactions and works effectively with attorneys, paralegals, and other law firm staff while maintaining respect, confidentiality, and professionalism. The position reports to the IP Administrator and works day to day under the direction of assigned attorneys and paralegals. At least three days per week in the office are required to perform one or more essential functions.

The role supports trademark legal work through document preparation, docket monitoring, deadline reminders, USPTO correspondence, portfolio reports, e-filing, file management, mail handling, client communications, calendar coordination, and administrative support. It also coordinates billing activities, including time entries, expense requests, billing matters, and matter budgets. The LAA collaborates with IP paralegals and other departments and provides backup support to other legal administrative assistants.

This role operates in a professional, fast-paced office environment and may require additional hours to complete work. No travel or supervisory responsibilities are expected.

Requirements

• High school diploma or equivalent.
• Three to four years of Legal Administrative Assistant experience or equivalent.
• Strong computer skills, including Microsoft Word and Outlook and file document management tools such as iManage.
• Strong verbal and written communication skills.
• Self-motivation, excellent organizational skills, and attention to detail.
• Professionalism, a strong customer service orientation, commitment to deadlines, and ability to multitask in a fast-paced and dynamic environment.
• Independent thinking and problem-solving skills, with the ability to offer constructive opinions and creative solutions.
• Ability to work as a team player and motivate and educate other team members.
• Regular and predictable attendance.
• Ability to work in the office at least three days per week for one or more essential functions.
• Ability to work additional hours as needed to complete work.
• Ability to meet the position's physical demands, including regularly lifting or moving up to 10 pounds and occasionally up to 25 pounds.

Nice To Haves

• College or business school education.
• Prior experience in trademark prosecution.
• Understanding of USPTO rules, practices, and procedures.
• Experience with USPTO web filings.
• Experience with trademark docketing systems and reports.
• Law firm experience.

Responsibilities

• Prepare trademark-related documents and other legal documents accurately and within requested timeframes.
• Monitor attorney dockets, send deadline reminders, prepare client deadline notices, and coordinate client dates with the Calendar/Docket Department.
• Monitor USPTO correspondence and summarize it for attorneys as requested.
• Process invoices from vendors and foreign associates.
• Prepare trademark portfolio reports, review docket sheets for accuracy, and update client status reports.
• Coordinate lengthy or complex document preparation with Work Product Support Services and prepare documents for e-filing.
• Review and route incoming mail; prepare and process outgoing mail, including arranging specialized mail or messenger services.
• Ensure attachments, exhibits, and enclosures are included; maintain paper and electronic files; route correspondence to docketing; and coordinate client files and indexes with Information Governance.
• Mark documents with filing instructions, perform routine filing and file retrieval, and maintain administrative files for assigned attorneys.
• Manage incoming calls professionally; assist with calendars, expense reports, travel, and meeting arrangements; receive and screen calls; take messages; and direct clients and visitors.
• Schedule meetings and arrange conference rooms and meals.
• Maintain contact names and addresses in the contact database and communicate effectively with clients and firm personnel.
• Anticipate assigned attorneys' business needs, plan ahead, and meet deadlines.
• Prepare and submit daily attorney time entries using firm-approved narrative guidelines.
• Prepare expense reimbursement and disbursement requests.
• Coordinate billing matters with Accounting staff, attorneys, and clients; prepare billing letters and requested client financial updates.
• Assist attorneys with tracking alternative fee arrangements and automating, tracking, and monitoring matter budgets.
• Demonstrate teamwork, assist other LAAs as time permits, serve as backup for assigned timekeepers, and work cooperatively with IP paralegals and other firm departments.
• Perform other duties as assigned.

Benefits

• Medical, dental, and vision health plans.
• Medical savings accounts.
• Firm-provided Employee Assistance Program (EAP), Wellness Program, and Caregiving Support Concierge Services.
• Employer-paid life insurance and AD&D.
• Short- and long-term disability benefits.
• Paid time off for holidays, vacation, bereavement, jury duty, sick and safe time, parental leave, and military leave.
• Work-life programs, including service bonuses, backup child, elder, and pet care, and an employee discount program.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED