Senior Patent Practice Secretary

Lowenstein Sandler•Roseland, NJ

12d•$95,000 - $110,000•Hybrid

About The Position

The Senior Patent Practice Secretary provides administrative support and performs complex and specialized patent support activities related to the specific work and function of the attorneys/agents in the patent group. This role may also provide some level of client management support to the attorneys and clients. This position relieves the attorneys and other personnel of administrative and clerical work by performing essential duties and responsibilities.

Requirements

Provide good client service by maintaining a positive and professional attitude.
Develop and maintain positive and cooperative relationships with legal staff, peers, and administrators.
5+ years of experience in patent prosecution.
Advanced knowledge of CFR, MPEP, and other patent-related laws and regulations.
Working knowledge and experience with reviewing and reconciling a patent docket.
Working knowledge and experience with the USPTO’s Patent Center and Electronic Patent Assignment System (EPAS).
Proficient with Microsoft Word, Outlook, Excel, docket software, database management, and contact management.
Demonstrate skill in reading, analyzing, organizing, and interpreting documents, including legal and regulatory documents, patent documents, and instructions.
Exhibit effective communication skills, demonstrating tact, diplomacy, and discretion.
Demonstrate ability to solve problems and deal with a variety of variables in situations with limited information.
Effectively multi-task and handle competing priorities.
Efficiently produce work product with a high level of attention to detail; review and proofread documents for grammar, spelling, readability, etc.
Keep abreast of practice area processes as appropriate to the position.
Thorough knowledge of office organization, workflow, and procedures.
Thorough knowledge and use of firm’s technological tools; shares knowledge with colleagues.
Demonstrate ability to communicate with finesse, use tact, diplomacy, and discretion with firm contacts and clients.
Take initiative to learn new skills that will contribute to enhanced performance of the role.
Ability to work independently as well as part of a team, as needed.
Ability to work remotely and ensure that tasks are completed timely and efficiently; maintains regular communication with staff, attorneys and supervisor/manager while working remotely. Ability to follow policies and procedures while working remotely.

Nice To Haves

Bachelor’s degree preferred.
Law firm experience preferred.

Responsibilities

Perform general legal secretarial duties, including answering telephones, taking messages, forwarding calls, processing mail, and calendaring.
Open new client matter accounts, including conflict checks, intakes, retainer letters, and file opening.
Organize and maintain electronic and paper client files, and manage the closing and off-site storage of files.
Enter attorneys' time and prepare travel arrangements for attorneys and clients.
Provide high-level assistance to attorneys, agents, and law clerks with managing multiple clients and/or matters.
Assist with preparing new patent applications (provisionals, non-provisionals, continuations, divisionals, §371 national filings, RCEs) and related documents.
Assist in preparing and filing documents with the USPTO, international patent agencies, and foreign patent offices.
Prepare and report incoming communications to clients in a timely manner.
Prepare and file responses and/or amendments to Office Actions.
Prepare formal documents, obtain signatures, and follow up as needed.
Upload documents to client databases accurately and in a timely manner.
Review issued patents and draft Certificates of Correction.
Review Notice of Allowance, prepare checklists, and ensure completeness before Issue Fee payment.
Communicate with docket staff regarding calendaring and docketing correspondence and action due dates.
Review and monitor client dockets, provide updated information to docket staff, and reconcile dockets regularly.
Review attorney dockets, provide updated information to docket staff, and reconcile dockets regularly.
Learn and maintain knowledge of practice and client-matter history.
Review emails, delegate tasks, or escalate to attorneys for action with their permission.
Demonstrate expertise in department-specific topics, procedures, and software.
Respond to attorney/client needs with urgency, ensuring resolution with appropriate follow-up.
Draft complex correspondence and documents, anticipating attorneys' needs.
Maintain skills to function effectively and meet role expectations, including basic functions of core technology tools.
Relieve attorneys of administrative tasks.
Participate in firm training opportunities and train other employees and staff members.
Maintain confidentiality of all client and firm information and procedures.
Perform word processing for correspondence, reports, memoranda, and legal documents from handwritten notes, drafts, or oral instructions.
Contribute to office operations by participating in responsibilities such as conference room scheduling/maintenance, ordering meals, beverage service, kitchen maintenance, and recycling (depending on office location).
Ensure client satisfaction by reviewing client service procedures and recommending improvements.
Proactively communicate with co-workers and attorneys to ensure firm needs are met.
Maintain contact lists for client matters.
Assist with reviewing and editing pre-bills and distributing them for review, ensuring monthly billing is complete by deadlines.
Clarify tasks and confirm understanding.
Share firm and technical knowledge with others.
Provide back-up support to team members as required.
Exhibit a desire to team with support staff, attorneys, and administrators.
Accept change and work to incorporate it into daily work.
Work remotely, ensuring tasks are completed timely and efficiently, maintaining regular communication with staff, attorneys, and supervisor/manager, and following policies and procedures.
Perform all other duties as assigned.