Intellectual Property Legal Assistant

Summary

Summary: This non-exempt position supports Intellectual Property Attorneys and Patent Agents by performing patent prosecution and administrative duties under minimal supervision. The role requires a high level of independent judgment, discretion, and a thorough understanding of organizational procedures and established practices.

Responsibilities

• Prepare patent prosecution documents for attorney and patent agent review and approval, including Information Disclosure Statements (IDS), terminal disclaimers, restriction requirements, and shell amendments.
• Manage electronic filings for U.S. and foreign patent applications through applicable filing systems, including PCT Easy and EFS-Web, and stay current on system updates and procedural changes.
• Monitor deadlines for U.S. and foreign patent, trademark, and copyright matters using docket reports; assist with docket reviews, clearances, and communication with the Docketing Department.
• Review, prioritize, distribute, and follow up on incoming correspondence to ensure timely responses to clients and other parties.
• Electronically transmit documents to clients, courts, the USPTO, state agencies, the Copyright Office, and other relevant organizations using approved delivery methods.
• Create, maintain, and organize electronic and physical case files, attorney dockets, client contacts, and client-specific preferences.
• Prepare and submit patent assignment recordations electronically with the USPTO.
• Assist with client billing, time entry, expense reporting, and administrative processes, ensuring compliance with client-specific billing guidelines.
• Coordinate incoming and outgoing file transfers and manage the distribution, filing, and delivery of completed work product.
• Calculate filing cost estimates and coordinate supporting documentation.
• Delegate assignments to clerical staff, review completed work, and ensure accuracy, quality, and adherence to deadlines.
• Draft, revise, proofread, and redline correspondence and legal documents to ensure accuracy, consistency, and proper formatting.
• Manage attorney calendars, schedule meetings and appointments, coordinate hearings and other commitments, and assist with receiving clients and visitors.
• Support general office operations, including new client and matter requests, conflict checks, time reports, and expense reports.
• Provide legal administrative support to summer associates, visiting attorneys, and attorneys requiring temporary secretarial coverage.
• Perform additional duties as assigned.

Qualifications

Experience and Technical Knowledge

• 3–5 years of experience in patent prosecution, with a strong working knowledge of U.S. patent and trademark rules, procedures, and filing requirements.
• Experience supporting multiple attorneys in a law firm or legal environment.
• Familiarity with intellectual property terminology, legal administrative procedures, and document management practices.
• Proficiency with patent prosecution systems and resources, such as PCT Easy, EFS-Web, PAIR, Pattsy Wave, PatentHunter, CIP Patent Annuity Service, and USPTO, WIPO, and Espacenet websites, or comparable platforms.
• Advanced proficiency in Microsoft Office, including Word, Excel, Outlook, and PowerPoint.
• Familiarity with law firm technology platforms, such as DeskSite, Chrome River, and Carpe Diem, preferred.
• Experience with client billing, time entry, expense reporting, multi-line phone systems, conflict checks, and CRM platforms such as Interaction preferred.

Skills and Competencies

• Strong word processing, proofreading, and computer skills across multiple software platforms.
• Excellent written and verbal communication skills, including grammar, spelling, punctuation, and professional correspondence.
• Exceptional attention to detail, organization, and follow-through.
• Strong client service skills and professional telephone etiquette.
• Ability to manage multiple assignments, prioritize competing deadlines, and perform effectively in a fast-paced environment.
• Strong interpersonal and collaboration skills, with the flexibility and professionalism to support attorneys and colleagues as needed.

Education

• High school diploma or equivalent required.
• Two years of college education or equivalent experience preferred, but not required.

Reporting Structure

• Reports directly to the Office Administrator, with additional responsibilities and direction from assigned attorneys.

The Phoenix Group Advisors is an equal opportunity employer. We are committed to creating a diverse and inclusive workplace and prohibit discrimination and harassment of any kind based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. We strive to attract talented individuals from all backgrounds and provide equal employment opportunities to all employees and applicants for employment.

Job Description

Summary: This non-exempt position supports Intellectual Property Attorneys and Patent Agents by performing patent prosecution and administrative duties under minimal supervision. The role requires a high level of independent judgment, discretion, and a thorough understanding of organizational procedures and established practices.

Responsibilities

• Prepare patent prosecution documents for attorney and patent agent review and approval, including Information Disclosure Statements (IDS), terminal disclaimers, restriction requirements, and shell amendments.
• Manage electronic filings for U.S. and foreign patent applications through applicable filing systems, including PCT Easy and EFS-Web, and stay current on system updates and procedural changes.
• Monitor deadlines for U.S. and foreign patent, trademark, and copyright matters using docket reports; assist with docket reviews, clearances, and communication with the Docketing Department.
• Review, prioritize, distribute, and follow up on incoming correspondence to ensure timely responses to clients and other parties.
• Electronically transmit documents to clients, courts, the USPTO, state agencies, the Copyright Office, and other relevant organizations using approved delivery methods.
• Create, maintain, and organize electronic and physical case files, attorney dockets, client contacts, and client-specific preferences.
• Prepare and submit patent assignment recordations electronically with the USPTO.
• Assist with client billing, time entry, expense reporting, and administrative processes, ensuring compliance with client-specific billing guidelines.
• Coordinate incoming and outgoing file transfers and manage the distribution, filing, and delivery of completed work product.
• Calculate filing cost estimates and coordinate supporting documentation.
• Delegate assignments to clerical staff, review completed work, and ensure accuracy, quality, and adherence to deadlines.
• Draft, revise, proofread, and redline correspondence and legal documents to ensure accuracy, consistency, and proper formatting.
• Manage attorney calendars, schedule meetings and appointments, coordinate hearings and other commitments, and assist with receiving clients and visitors.
• Support general office operations, including new client and matter requests, conflict checks, time reports, and expense reports.
• Provide legal administrative support to summer associates, visiting attorneys, and attorneys requiring temporary secretarial coverage.
• Perform additional duties as assigned.

Qualifications

Experience and Technical Knowledge

• 3–5 years of experience in patent prosecution, with a strong working knowledge of U.S. patent and trademark rules, procedures, and filing requirements.
• Experience supporting multiple attorneys in a law firm or legal environment.
• Familiarity with intellectual property terminology, legal administrative procedures, and document management practices.
• Proficiency with patent prosecution systems and resources, such as PCT Easy, EFS-Web, PAIR, Pattsy Wave, PatentHunter, CIP Patent Annuity Service, and USPTO, WIPO, and Espacenet websites, or comparable platforms.
• Advanced proficiency in Microsoft Office, including Word, Excel, Outlook, and PowerPoint.
• Familiarity with law firm technology platforms, such as DeskSite, Chrome River, and Carpe Diem, preferred.
• Experience with client billing, time entry, expense reporting, multi-line phone systems, conflict checks, and CRM platforms such as Interaction preferred.

Skills and Competencies

• Strong word processing, proofreading, and computer skills across multiple software platforms.
• Excellent written and verbal communication skills, including grammar, spelling, punctuation, and professional correspondence.
• Exceptional attention to detail, organization, and follow-through.
• Strong client service skills and professional telephone etiquette.
• Ability to manage multiple assignments, prioritize competing deadlines, and perform effectively in a fast-paced environment.
• Strong interpersonal and collaboration skills, with the flexibility and professionalism to support attorneys and colleagues as needed.

Education

• High school diploma or equivalent required.
• Two years of college education or equivalent experience preferred, but not required.

Reporting Structure

• Reports directly to the Office Administrator, with additional responsibilities and direction from assigned attorneys.

The Phoenix Group Advisors is an equal opportunity employer. We are committed to creating a diverse and inclusive workplace and prohibit discrimination and harassment of any kind based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. We strive to attract talented individuals from all backgrounds and provide equal employment opportunities to all employees and applicants for employment.