Our client, a well-established law firm, is seeking an experienced Legal Administrative Assistant to support attorneys and patent agents in a fast-paced Intellectual Property practice. This non-exempt position requires a highly organized professional who can work independently with minimal supervision while exercising sound judgment, discretion, and attention to detail. The ideal candidate will have substantial experience in patent prosecution and a strong understanding of U.S. and foreign patent procedures.

Key Responsibilities

• Provide comprehensive administrative and legal support to attorneys and patent agents within the Intellectual Property practice group.
• Manage new client and matter intake, client billing, time entry, expense reports, and other administrative functions.
• Draft, edit, proofread, redline, and finalize correspondence, memoranda, reports, and other legal documents.
• Prepare patent prosecution filings for attorney and agent review, including IDSs, terminal disclaimers, restriction requirements, shell amendments, and related documents.
• File U.S. and foreign patent applications electronically through USPTO and PCT filing systems, while maintaining knowledge of system updates and filing requirements.
• Monitor deadlines, docket activity, and patent prosecution matters through PAIR, Pattsy Wave, and related systems.
• Prepare and submit assignment records electronically with the USPTO.
• Calculate and prepare filing cost estimates for patent matters.
• Coordinate document distribution via electronic filing systems, courier services, mail, and other delivery methods.
• Maintain organized physical and electronic client files and attorney calendars, including meetings, deadlines, hearings, and travel arrangements.
• Handle incoming and outgoing correspondence and provide exceptional client service to attorneys, clients, and visitors.
• Provide additional administrative support to attorneys, summer associates, and team members as needed.

Qualifications

• Minimum of 3–5 years of patent prosecution experience in a law firm or professional services environment.
• Strong knowledge of U.S. Patent and Trademark Office rules, procedures, and filing requirements.
• Experience with IP-related systems and technologies such as PCT Easy, EFS Web, PAIR, Pattsy Wave, PatentHunter, CIP Patent Annuity Service, USPTO, WIPO, and Espace.net.
• Prior experience with legal billing, expense reporting, conflict checks, CRM databases, and supporting multiple attorneys preferred.
• Familiarity with legal technology platforms such as NetDocuments, Chrome River, Intapp, or similar systems is highly desirable.

Skills & Competencies

• Advanced proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Excellent written and verbal communication skills with strong grammar, proofreading, and organizational abilities.
• Strong attention to detail with the ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Professional demeanor with excellent customer service and interpersonal skills.
• Ability to work independently while also collaborating effectively within a team-oriented environment.

Education

• High school diploma required.
• Associate’s degree, college coursework, or equivalent experience preferred.

Physical & Work Environment

• Primarily office-based environment requiring extended periods of computer and desk work.
• Occasional lifting of files or documents up to 15 pounds may be required.
• Ability to effectively communicate with attorneys, staff, and clients throughout the workday.
• Flexibility to work overtime as needed to meet client and business demands.