Patent Prosecution Legal Administrative Assistant

Haynes and Boone•San Diego, CA

1d•Onsite

About The Position

This non-exempt position supports Intellectual Property Attorneys and Patent Agents by performing patent prosecution and administrative duties under minimal supervision. The role requires independent judgment, discretion, and a thorough understanding of organizational procedures and established practices. The assistant prepares patent prosecution filings for attorney and patent agent review, manages electronic filings for U.S. and foreign applications, monitors deadlines, and helps maintain dockets and client files. The role also handles correspondence, document delivery, file transfers, billing and time entry, assignment recordations, filing cost estimates, and related administrative tasks. It includes coordinating calendars and meetings, drafting and editing correspondence, and providing support to other attorneys and staff as needed. The position is based in an office environment. Movement around the office is required for some tasks, while most of the time is spent stationary operating computers and other office equipment. Overtime may be required based on business needs. The expected salary range is $85,000–$120,000; the final offer may vary based on the selected candidate’s experience and skillset.

Requirements

Three to five years of experience in patent prosecution, with a strong working knowledge of U.S. Patent and Trademark rules, processes, and procedures.
Working knowledge of general office procedures and strong familiarity with intellectual property legal terminology.
Proficiency with IP-related systems and tools, including or similar to PCT Easy, EFS-Web, PAIR, Pattsy Wave, PatentHunter, CIP Patent Annuity Service, and USPTO, WIPO, and EspaceNet websites.
Advanced proficiency in Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.
Experience supporting multiple attorneys.
Advanced word-processing and computer skills across multiple software platforms.
Excellent written and verbal communication skills, including strong grammar, spelling, and punctuation.
Strong attention to detail, organization, and follow-through.
Professional phone etiquette and a strong client-service orientation.
Working knowledge of legal filing and record-keeping practices specific to intellectual property matters.
Ability to manage multiple priorities, meet deadlines, and adapt in a fast-paced environment.
Ability to work collaboratively and effectively as part of a team, with flexibility and professionalism.
High school diploma required.
Ability to move throughout the office up to 15 percent of the time for tasks such as copying, filing, and equipment operation; remain stationary approximately 85 percent of the time; occasionally lift or move materials weighing up to 15 pounds; communicate frequently verbally and in writing; and view and interpret information on a computer screen for extended periods.

Nice To Haves

Two years of college or equivalent experience.
Proficiency with firm technology platforms, including DeskSite, Chrome River, and Carpe Diem.
Prior experience managing expense reports, client billing, multi-line phones, conflict checks, and CRM systems such as Interaction.

Responsibilities

Prepare patent prosecution filings for attorney and patent agent review and approval, including Information Disclosure Statements (IDS), terminal disclaimers, restriction requirements, and shell amendments.
Manage electronic filing of U.S. and foreign applications through PCT Easy and EFS-Web, and remain current on system updates and upgrades.
Monitor filing deadlines for U.S. and foreign patent, trademark, and copyright matters using docket reports; assist with docket review and clearance and communicate relevant information to the Docketing Department.
Review, prioritize, route, and follow up on incoming email, fax, and mail correspondence to support timely reporting and responses to clients.
Transmit documents electronically to clients, courts, the USPTO, Secretary of State, Copyright Office, and other agencies using firm-approved methods.
Create, maintain, and organize electronic and physical files, including client preferences and contact information in firm systems.
Assist with client billing and time entry, including auditing and revising entries and following client-specific billing instructions.
Coordinate incoming and outgoing file transfers.
Delegate tasks to clerks, monitor work product, and ensure deadlines and quality standards are met.
Prepare and electronically file assignment recordations with the USPTO.
Calculate filing cost estimates and coordinate related documentation.
Copy, distribute, transmit, file, and otherwise manage completed work product using electronic, mail, courier, or express delivery methods as appropriate.
Maintain electronic files, contacts, and case dockets for assigned attorneys.
Perform administrative functions related to firm operations, including processing new client and matter requests, client billing, time reports, and expense reports.
Draft and edit correspondence related to client matters; prepare, revise, proofread, and redline documents for accuracy.
Coordinate meetings and appointments, receive clients and guests as requested, and maintain attorney calendars, including hearings and other commitments.
Provide legal administrative support to summer associates, visiting attorneys, and attorneys whose assigned secretaries are absent.
Perform other related duties as assigned.