Intellectual Property Administrative Assistant
Vaco Recruiter Services, Cincinnati, Ohio, United States, 45208
Vaco is hiring for an Intellectual Property Administrative Assistant role in Cincinnati.
Direct Hire, Onsite
Salary: 70-80,000/yr
Job Summary: 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 the Attorney Support Portal and all firm and Intellectual Property practice specific processes and procedures. The Administrative Assistant maintains the highest level of professionalism and observes confidentiality of client and firm matters.
Essential Duties and Responsibilities
Prepare patent applications and prosecution documents including amendments, responses, Information Disclosure Statements, and appropriate transmittal forms during all stages of patent prosecution for attorney review.
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.
Experience with USPTO e-filing systems.
Experience with PCT filings.
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.
Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual’s skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company’s 401(k) retirement plan. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.
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Direct Hire, Onsite
Salary: 70-80,000/yr
Job Summary: 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 the Attorney Support Portal and all firm and Intellectual Property practice specific processes and procedures. The Administrative Assistant maintains the highest level of professionalism and observes confidentiality of client and firm matters.
Essential Duties and Responsibilities
Prepare patent applications and prosecution documents including amendments, responses, Information Disclosure Statements, and appropriate transmittal forms during all stages of patent prosecution for attorney review.
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.
Experience with USPTO e-filing systems.
Experience with PCT filings.
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.
Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual’s skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company’s 401(k) retirement plan. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.
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