What are the responsibilities and job description for the Intellectual Property Legal Administrative Assistant position at Calfee Brand?
The Intellectual Property Legal Administrative Assistant performs a variety of administrative duties and delivers high quality service to attorneys and other legal team members in a collaborative team environment. The position requires thorough knowledge of all firm and Intellectual Property practice specific processes and procedures, as well as completing tasks assigned through the Attorney Support Portal. The administrative Assistant maintains the highest level of professionalism and observes confidentiality of client and firm matters.
Essential Duties and Responsibilities:
- Prepare documents for all stages of patent preparation and prosecution for attorney review, including draft amendments, responses, Information Disclosure Statements, formal documents, and appropriate transmittal forms.
- Assist attorneys and paralegals with maintaining domestic and foreign trademark applications and registrations.
- Preparation of communication to clients regarding progression of prosecution of cases in portfolio.
- Review and manage docket, providing updated information to attorneys. Regularly update docketing department regarding actions taken.
- Prepare client matter request forms for submission to docket department for new cases.
- Prepare legal documents and general correspondence from dictation or written format in an accurate and timely manner.
- Draft standard correspondence, proofread, edit, and format documents.
- Coordination and management of calendars, scheduling, and travel plans.
- Input time entries accurately and efficiently into the firm’s timekeeping system.
- Maintain paper and electronic client and administrative files in accordance with firm procedures and the document management system.
- Attention to other administrative tasks including conflict checks, new client/matter intake process, client bills, mail, check requests and expense reports.
- Communicate and interact professionally with clients, attorneys, legal team members and staff to deliver a high level of customer service.
- Actively participate as a member of the practice group support team to complete work submitted in the Attorney Support Portal.
- Participate in in-house training to continue development and expand legal knowledge.
Required Knowledge, Skills, and Abilities:
- High School diploma or equivalent required.
- Intellectual Property administrative assistant experience in a law firm or other legal department preferred.
- Experience with USPTO e-filing systems.
- Experience with PCT filings preferred but not required.
- Experience with domestic and foreign documents.
- Excellent organizational, time management and follow up skills.
- Strong verbal and written communication skills.
- Exceptional attention to detail.
- Ability to handle multiple, competing deadlines and priorities in an effective manner.
- Excellent interpersonal skills with a strong focus on client service.
- Ability to work independently and as part of a team.
- Proficient in Microsoft Office Suite.