Patent Prosecution Legal Administrative Assistant

Haynes and Boone, LLP • San Diego, CA

2d • $85,000 - $120,000 • 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 a high level of independent judgment, discretion, and a thorough understanding of organizational procedures and established practices.

Requirements

• Minimum of 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 is required.
• 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 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.
• Ability to move throughout the office up to 15 percent of the time to perform tasks such as copying, filing, and equipment operation.
• Remains stationary approximately 85 percent of the time while operating computers and other office equipment.
• Occasionally required to lift or move materials weighing up to 15 pounds.
• Requires frequent verbal and written communication with attorneys, clients, and staff.
• Must be able to view and interpret information on a computer screen for extended periods of time.

Nice To Haves

• Proficiency with firm technology platforms is strongly preferred, 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) is preferred.
• Two years of college or equivalent experience preferred but not required.

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 the electronic filing of all U.S. and foreign applications through PCT Easy and EFS-Web, remaining current on system updates and upgrades.
• Monitor filing deadlines using docket reports for U.S. and foreign patent, trademark, and copyright matters; assist with docket review and clearance and communicate relevant information to the Docketing Department.
• Review, prioritize, route, and follow up on incoming correspondence (email, fax, and mail), ensuring timely reporting and response 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 maintaining client preferences and contact information within firm systems.
• Assist with client billing and time entry, including auditing, revising, 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 file assignment recordations electronically 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; perform word processing for drafts, revisions, and final documents, including proofreading and redlining 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.

Benefits

• Our people are the driving force behind our success. Because we value the role every individual plays in how we deliver exceptional legal services, we hire people who will contribute to our professional reputation, enhance client relationships and share in our success.

What This Job Offers

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