Patent Practice Assistant

Fenwick & West LLP•Boston, NY

4d•Hybrid

About The Position

Fenwick is seeking a Patent Practice Assistant to provide administrative support to the Client Services Administrative team. This role is responsible for ensuring quality service and maintaining effective workflows to support lawyers, management, supervisors, co-workers, and clients. The position can be based in any of our U.S. offices and offers a hybrid work arrangement, with the frequency of in-office work determined by business needs and department directives. The work schedule is 37.5 hours per week, Monday through Friday, 9:00 am - 5:30 pm, with flexibility for overtime as needed.

Requirements

Ability to multitask in a highly demanding, deadline-driven environment.
High level of attention to detail.
Ability to take initiative and work both independently and in a team environment.
Ability to proofread typed material for grammatical, typographical and spelling errors.
Ability to type standard correspondence, memoranda and similar material in draft or final form from written material or dictation.
Exemplary client service skills, with the ability to interact with various departments, all levels of firm executive personnel, vendors and contractors.
Excellent written, verbal and organizational skills.
Ability to maintain and handle confidential and sensitive information with discretion.
Ability to promote effective work practices, work as a team member, and show respect for all firm personnel.
Proficiency in MS Office applications.
Minimum of two (2) years of relevant administrative work experience.

Nice To Haves

Experience in a law firm setting is preferred.

Responsibilities

Prepare conflict checks for new matters.
Prepare and process engagement letters for new clients.
Obtain docket numbers for all U.S. and Non-U.S. matters, including creating inventor records in the Fenwick patent docketing system and entering client contact details.
Create initial client procedures for new clients assigned by the team.
Review and edit prebills.
Upload all documents (both U.S. and Non-U.S.) to client databases.
Review and process U.S. Publications.
Prepare draft client correspondence.
Manage propel room creation and maintenance for specific clients.
Manage group expenses, vendor expenses, and bar dues, upon request.
Coordinate attorney calendars, upon request.
Handle conference room and visiting office requests.
Handle travel arrangements, itineraries, and travel logistics.
Handle time entry corrections as needed.
Handle Fenwick CRM database edits.
Assist with MCLE requirements tracking.
Download USPTO filings from Patent Center.
Perform status checks on Office actions.
Serve as a back-up to team members, as required.
Perform other duties as assigned.