Patent Prosecution Legal Administrative Assistant

POSITION SUMMARY:

The Legal Administrative Assistant is responsible for providing administrative support to a team of legal professionals and paralegals in the prosecution area. This position will assist with all phases of the patent prosecution process including the preparation of documents and the filing of the patent applications USPTO. This role requires strong communication, grammatical, proof reading and writing skills, as well as extreme attention to detail.

SPECIFIC JOB DUTIES:

• Perform administrative tasks for attorneys and prosecution team, requiring knowledge of the patent prosecution practice area and an understanding of procedures with minimal supervision.

• Assist in filing of patent utility, design, and national phase applications both electronically and paper in the USPTO and foreign patent offices; prepare and file continuing applications.

• Create and update physical and electronic files, draft reporting letters for U.S. and foreign matters, and maintain attorney dockets.
• Coordinate attorney calendars, organize meetings, and handle travel arrangements as directed.
• Assist in the time entry using firm software and procedures that may require client-specific instructions.
• Integrate new patent files from acquisitions into existing systems and maintain e-filing of USPTO.

• Review and maintain attorney dockets, monitor deadlines and actions needed for each file.

• Draft correspondences to clients regarding status of U.S. and foreign applications and patents, including receipts for applications, and forward patent certificates.
• Edit complex documents accurately and efficiently based on detailed and general instruction using Microsoft Word.
• Provide general assistance to support the patent prosecution team and projects when needed.
• Perform organizational tasks including electronic files utilizing software and detailed, precise procedures.
• Manage attorney’s incoming and outgoing workflow through Timekeeper Work Queues.
• Maintain client specific electronic portals.

KNOWLEDGE, SKILLS, AND ABILITIES

• Minimum of 5 years of IP Patent Prosecution experience
• High school diploma or general education degree required, Associates or Bachelor’s degree is preferred.
• Knowledge of Microsoft Office Suite (Word, Excel, and PowerPoint)

• Ability to maintain a high level of accuracy, superior attention to detail and strong organizational skills
• Ability to facilitate clear and concise communication with others in a positive manner
• Ability to work with others effectively in a team that encourages diversity of thought and innovation
• Ability to maintain a professional demeanor, exhibit sound judgment, maintain confidentiality and use discretion
• Ability to exhibit problem-solving skills and demonstrate initiative and accountability
• Ability to thrive in a dynamic fast paced environment with fluidity amidst multiple projects, shifting priorities and competing deadlines
• Ability to adapt and accept changes in job responsibilities based on the strategic goals of the firm
• Flexibility to adjust hours as necessary in order to satisfy the essential functions of the position

Marshall Gerstein is committed to diversity, equity & inclusion and to the recruitment, retention, and advancement of the most talented and qualified professionals. We recognize that diversity at all levels of our firm, and the collective strength of our differences, enables us to better serve our clients, create enduring relationships, provide a platform for continued success, and improve both the vibrancy and innovation of our working environment.

Marshall, Gerstein & Borun LLP is an Equal Opportunity Employer.  We adhere to an employment policy that prohibits discriminatory practices or harassment against applicants or employees based on any legally impermissible factor including, but not necessarily limited to, race, color, religion, creed, sex, national origin, ancestry, age, alienage or citizenship status, marital or familial status, domestic partnership status, caregiver status, sexual orientation, gender, gender identity or expression, change of sex or transgender status, genetic information, medical condition, pregnancy, childbirth or related medical conditions, physical or mental disability (where the applicant or employee is qualified to perform the essential functions of the job with or without reasonable accommodation), any protected military or veteran status, or status as a victim of domestic or dating violence, sexual assault or offense, or stalking.