Patent Operations Administrative Assistant

Fish & Richardson•Minneapolis, MN

15d•Remote

About The Position

Fish & Richardson, a premier global intellectual property law firm, is seeking a Patent Operations Administrative Assistant to join their fast-paced Practice Systems Department. This role is 100% remote and involves supporting daily IP administrative workflows, serving as a liaison between the Practice Group Leader (PGL) and various firm departments, and representing the practice group professionally to internal and external clients. The position requires initiative in ensuring efficient client service, handling travel arrangements, managing meeting logistics, processing expenses and correspondence, assisting with client billing, preparing reports, and maintaining systems for tracking deadlines and tasks. The role also involves performing advanced administrative duties, understanding firm business processes, and maintaining confidentiality.

Requirements

A minimum of High School Diploma or equivalent is required.
1+ years of business-related or professional office administration experience; preferably in the legal industry
Strong working knowledge and proficiency with firm-standard versions of MS Office, Excel, OneNote, PowerPoint, Teams, Adobe Acrobat and other relevant specialized software.
Ability to navigate the internet and intranets, use technical equipment appropriately and have the aptitude to continually expand this knowledge through ongoing learning.
Excellent ability to communicate effectively internally and externally, both orally and in writing.
Ability to handle multiple projects, utilizing available firm-wide resources to manage priorities.
Possess capability to change, adapt and remain flexible with current and future responsibilities and circumstances.
Self-starter with the ability to successfully work independently with minimal supervision, meet deadlines, as well as work well within a team-oriented environment and contribute to effective team relationships.
Possess interpersonal skills necessary to communicate in person, by email, Zoom, and telephone, and follow instructions while providing information with courtesy and tact.
Proven record of good judgment.
Proactive, forward-thinker, with a keen understanding of support roles.
Committed to observing confidentiality and communicating with tact, discretion, and diplomacy in both firm and client matters.

Nice To Haves

A Bachelor’s degree in business administration or related field is preferred.

Responsibilities

Assume responsibility for daily IP administrative workflows and tasks, ensuring seamless practice continuity.
Serve as a liaison between the PGL and the firm's practice systems, legal staff, and select administrative departments on multiple projects and programs.
Work within internal processes to partner with other firm departments to help accomplish goals.
Represent the practice group to internal and external clients in a professional and polished manner at all times.
Take initiative to ensure that internal and external clients are served efficiently and effectively.
Handle all travel arrangements and resolve travel disruptions effectively.
Organize, manage, and maintain meeting and event invitations.
Schedule visiting offices and conference rooms and maintain records.
Process expense reimbursements, incoming and outgoing correspondence, telephone and email inquiries, and ensure that all are handled appropriately and in a timely manner.
Assist with the monthly client billing cycle, including reviewing, editing, and processing proformas (pre-bills) in accordance with firm policies and specific client billing guidelines.
Prepare reports and compile data for inclusion in reports and presentations, perform research and prepare information for special projects as assigned.
Develop and maintain a system to track deadlines, projects, time commitments, and the completion of tasks.
Ensure that various administrative tasks are completed in an effective and efficient manner, including reviewing email, drafting correspondence, screening telephone calls, and maintaining executive and historical files.
Prioritize multiple projects simultaneously, anticipating the PGL's responsibilities, and following through on issues in a timely manner.
Perform advanced and confidential administrative duties that may require varying degrees of skill and familiarity with legal matters and firm policies and procedures.
Add value through understanding the work processes and resources, structure, and business of the firm and practice group.