Intellectual Property Administrative Assistant
Vaco by Highspring, Cleveland, OH, United States
Job Summary
The Intellectual Property Legal Administrative Assistant provides a wide range of administrative support while delivering high-quality service to attorneys and legal team members within a collaborative environment. This role requires a strong understanding of the Attorney Support Portal, as well as firm-wide and Intellectual Property-specific processes and procedures. The assistant is expected to maintain the highest level of professionalism and ensure strict confidentiality of all client and firm matters.
Essential Duties and Responsibilities
Prepare patent applications and prosecution‑related documents, including amendments, responses, Information Disclosure Statements, and transmittal forms throughout all stages of the patent process for attorney review.
Support attorneys and paralegals in managing domestic and international trademark applications and registrations.
Draft and send client communications regarding the status and progression of intellectual property matters.
Monitor and manage docket activity, providing timely updates to attorneys and coordinating with the docketing team on completed actions.
Prepare and submit client matter request forms for new case entries into the docketing system.
Create legal documents and general correspondence from dictation or written instructions with a high level of accuracy and efficiency.
Draft, proofread, edit, and format standard correspondence and legal documentation.
Manage calendars, schedule meetings, and coordinate travel arrangements.
Accurately enter billable time into the firm’s timekeeping system.
Maintain both physical and electronic client and administrative files in compliance with established procedures and document management systems.
Perform additional administrative tasks such as conflict checks, new client and matter intake, billing support, mail handling, check requests, and expense reporting.
Communicate professionally with clients, attorneys, and staff to ensure a high standard of service.
Collaborate as an active member of the practice group support team, completing work submitted through the Attorney Support Portal.
Participate in ongoing training programs to enhance skills and expand legal knowledge.
Equal Opportunity Notice Highspring LLC (d/b/a Vaco by Highspring) and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals and do not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by applicable law. The company is also committed to ensuring that persons who need reasonable accommodations are provided; if an accommodation is needed to participate in the job application or interview process, please contact HR@vaco.com.
workplace discrimination is illegal .
Representation Notice By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present you as a candidate for the foregoing employment opportunity. Additionally, you agree to be included in our talent pool for future hiring for similarly qualified positions. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. Lastly, you agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position, and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
Privacy Notice Vaco by Highspring respects your privacy and are committed to providing transparent notice of our policies.
California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
Virginia residents may access our state specific policies here.
Residents of all other states may access our policies here.
Canadian residents may access our policies in English here and in French here.
Residents of countries governed by GDPR and UK GDPR may access our policies here.
Pay Transparency Notice Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:
the individual's skill sets, experience and training;
licensure and certification requirements;
office location and other geographic considerations;
other business and organizational needs.
With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses and/or participation in medical, dental, and vision benefits as well as the company’s retirement plan (or similar retirement benefits).
#J-18808-Ljbffr
Essential Duties and Responsibilities
Prepare patent applications and prosecution‑related documents, including amendments, responses, Information Disclosure Statements, and transmittal forms throughout all stages of the patent process for attorney review.
Support attorneys and paralegals in managing domestic and international trademark applications and registrations.
Draft and send client communications regarding the status and progression of intellectual property matters.
Monitor and manage docket activity, providing timely updates to attorneys and coordinating with the docketing team on completed actions.
Prepare and submit client matter request forms for new case entries into the docketing system.
Create legal documents and general correspondence from dictation or written instructions with a high level of accuracy and efficiency.
Draft, proofread, edit, and format standard correspondence and legal documentation.
Manage calendars, schedule meetings, and coordinate travel arrangements.
Accurately enter billable time into the firm’s timekeeping system.
Maintain both physical and electronic client and administrative files in compliance with established procedures and document management systems.
Perform additional administrative tasks such as conflict checks, new client and matter intake, billing support, mail handling, check requests, and expense reporting.
Communicate professionally with clients, attorneys, and staff to ensure a high standard of service.
Collaborate as an active member of the practice group support team, completing work submitted through the Attorney Support Portal.
Participate in ongoing training programs to enhance skills and expand legal knowledge.
Equal Opportunity Notice Highspring LLC (d/b/a Vaco by Highspring) and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals and do not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by applicable law. The company is also committed to ensuring that persons who need reasonable accommodations are provided; if an accommodation is needed to participate in the job application or interview process, please contact HR@vaco.com.
workplace discrimination is illegal .
Representation Notice By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present you as a candidate for the foregoing employment opportunity. Additionally, you agree to be included in our talent pool for future hiring for similarly qualified positions. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. Lastly, you agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position, and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
Privacy Notice Vaco by Highspring respects your privacy and are committed to providing transparent notice of our policies.
California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
Virginia residents may access our state specific policies here.
Residents of all other states may access our policies here.
Canadian residents may access our policies in English here and in French here.
Residents of countries governed by GDPR and UK GDPR may access our policies here.
Pay Transparency Notice Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:
the individual's skill sets, experience and training;
licensure and certification requirements;
office location and other geographic considerations;
other business and organizational needs.
With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses and/or participation in medical, dental, and vision benefits as well as the company’s retirement plan (or similar retirement benefits).
#J-18808-Ljbffr