Patent Administrative Assistant

Foley Hoag LLP•Boston, MA

1d•$88,200 - $110,300•Hybrid

About The Position

Foley Hoag seeks a Patent Administrative Assistant (PAA) to assist patent attorneys, patent agents and technology specialists in the preparation and filing of compliant U.S. patent prosecution documents. In addition to core patent administration responsibilities, this role serves as a trusted administrative assistant to the Managing Partner (“MP”) providing high-level support that enhances Partner effectiveness through proactive coordination, organization, and management of a wide range of administrative priorities. The successful candidate will possess extensive knowledge of U.S. patent prosecution procedures, including filing requirements from initial application through post-grant proceedings, as well as demonstrated experience with patent docket management. This position requires exceptional organizational skills, sound judgment, discretion in handling confidential matters, meticulous attention to detail, and the ability to anticipate needs and respond with a strong sense of urgency aligned with the assigned Partner’s priorities. Flexibility to work overtime as needed to meet business demands is required, along with the willingness to perform general administrative functions as necessary. This role is hybrid eligible, with on-site presence in our Boston office required at least two days per week. Specific on-site days will be determined by your Manager. Core working hours are Monday—Friday 9:00am—5:00pm ET.

Requirements

At least 10 years of related U.S. patent filing experience.
Prior docket management experience for a partner is required.
Knowledge of patent-specific systems preferred.
Relevant experience directly supporting executive leaders strongly preferred.
Ability to compile information from diverse sources and interpret and anticipate next action steps or tasks.
Capacity to organize and coordinate a demanding workload with impeccable attention to detail and the intellectual agility to navigate shifting priorities.
Technically savvy and proficient in a broad suite of software tools, including Microsoft Office and Zoom.

Responsibilities

Provide high-level calendar management to the MP and other assigned partners by responding to calendar inquiries, systematically creating and organizing appointments, resolving scheduling conflicts, coordinating complex in-person and virtual meetings, and streamlining workflow management to optimize time and prioritize commitments.
Prepare briefing materials for meetings and events to ensure the MP and assigned partners are well-prepared and informed on necessary context and participants involved; assist the assigned partners by following up on tasks and/or action items resulting from meetings.
Serve as a primary contact for the MP and assigned partners and respond to inquiries and routine questions; demonstrate sound judgment to accurately interpret directions and triage demands for the MP’s time in relation to overall priorities.
Prepare the required filing documents for review and signature by assigned partners, carefully proofing each filing document before partner review.
Review the dockets of your assigned partners, proactively preparing formality documents and ensuring they are timely filed.
Manage U.S. and foreign client reporting workflows to ensure that client reporting is completed in a timely manner and enter related diary time.
Liaise with other firm departments, functions and practice groups where necessary.
Assist with virtual file upkeep and maintenance to ensure records are current and complete.