Trademark Legal Assistant

Venable LLP•Washington, DC

2d•$85,000 - $110,000•Hybrid

About The Position

You’re looking for a change, and so are we. At Venable, we know that every new hire brings valuable experience, new perspectives, and a chance to raise the bar on our approach to how we work. That’s why we’re looking for a Trademark Legal Assistant. The assistant is responsible for providing substantive administrative and procedural support to Trademark Attorneys in the preparation, filing, prosecution, maintenance, and licensing of domestic and international trademark matters. This role is responsible for assisting with filings and managing deadlines, maintaining records, and ensuring accurate reporting to clients and regulatory authorities.

Requirements

Bachelor's degree or equivalent experience
2 plus years of trademark prosecution experience in a professional services environment; law firm experience preferred
Experience with trademark filings strongly preferred
Familiarity with USPTO trademark procedures and TMEP
Experience with Madrid Protocol filings
Experience coordinating legalization and apostille requirements
Ability to effectively utilize IP docketing systems (e.g., CPI, Inprotech, Anaqua, or similar) and USPTO online resources (e.g., Trademark Center, TEAS, TSDR, TTABVUE, Assignment Center)
Proficiency in Microsoft Office Suite (Outlook, Word, Excel)
Proficient knowledge and usage of document management system
Superior organizational skills: demonstrated ability to coordinate multiple competing tasks and demands
Strong oral and written communication skills
Exceptional attention to detail and proofreading ability
Ability to interpret procedural rules and follow firm workflows
Ability to independently manage a high-volume workload by efficiently prioritizing competing demands and maintaining an organized task schedule
Ability to perform routine administrative tasks
Flexibility to work overtime as needed
Ability to work under pressure and adapt to various practice management styles of assigned legal staff
Sets and consistently achieves self-performance standards relating to accountability, ownership of assignments and client service
Ability to proactively work with legal staff to address complex matters in a collaborative manner
Ability to exercise caution and seek appropriate guidance when necessary
Capable of working independently and intuitively with minimal direction or prompting

Nice To Haves

Partner-level practice management support a plus

Responsibilities

Monitoring application status, reviewing official correspondence, and ensuring timely action on statutory deadlines, including coordinating with the firm's docketing department regarding upcoming deadlines.
Managing incoming client communications by reading, prioritizing, routing, and following up as appropriate.
Preparing status reports, portfolio summaries, reminder letters, value bills, and other client-specific reporting.
Drafting routine correspondence to clients, foreign associates, and government agencies at attorney direction.
Coordinating execution and recordation of declarations, powers of attorney, assignments, engagement letters, and new business intake materials.
Organizing and maintaining electronic and physical files, templates, and records in accordance with firm standards and document management systems.
Managing daily workflow and assigned tasks, working proactively in advance of deadlines and efficiently prioritizing competing demands.
Supporting portfolio onboarding, transfers, and due diligence requests.
Collaborating with attorneys, docketing staff, accounting, and administrative teams to ensure accurate and timely completion of work.
Assisting with billing processes, including time entry support, pre-bill preparation and edits, and coordination with accounting to finalize and distribute invoices.
Applying quality control measures to produce accurate, error-free work, including use of checklists, proofreading tools, and adherence to client-specific preferences and procedures.
Performing administrative duties as needed, including making travel arrangements, processing expenses and invoices, answering telephones, maintaining contact lists, scheduling engagements