Advanced Administrative Assistant

Essential Duties and Responsibilities: 

• Serve as system administrator for the internal IP Docketing System, maintaining accurate files, deadlines, and status tracking. 
• Review and manage patent and trademark dockets, including monitoring deadlines, identifying required actions, and coordinating with internal stakeholders and external law firms’ docketing teams. 
• Review, analyze, and process incoming patent and trademark correspondence from U.S. and foreign patent offices. 
• Support patent prosecution activities by assisting the Assistant General Counsel with preparation of evaluation materials and coordination related to prosecution strategy for non‑provisional patent applications. 
• Prepare draft evaluation sheets and supporting documentation for non‑provisional and provisional patent applications, including preparation of official filing documentation for submission to the USPTO. 
• Maintain working knowledge of the full patent lifecycle, from pre‑filing through prosecution and issuance. 
• Coordinate foreign patent filings, including issuing foreign filing instructions to foreign associates. 
• Conduct and analyze trademark searches, provide support for trademark clearance and due diligence, and assist with advising on trademark processes globally. 
• Coordinate Intellectual Property Review Board (IPRB) meetings, including preparation of presentation materials, distribution of meeting summaries, and follow‑up on action items. 
• Prepare, finalize, and coordinate execution of IP‑related formal documents in collaboration with external counsel. 
• Assess and monitor outside counsel compliance with company‑issued IP and billing guidelines. 
• Manage communications with external law firms in coordination with the Assistant General Counsel. 
• Receive, review, and process invoices from external counsel; support budget tracking and reporting for the Legal Department. 
• Support reporting to the parent company and process instructions received from the parent company, including compiling information related to ongoing royalty payments. 
• Prepare correspondence and routine communications on behalf of attorneys, as needed. 
• Review, update, and maintain standard operating procedures and internal legal process documentation. 
• Assist with full lifecycle contract management, from intake through execution. 
• Contribute to the development and maintenance of contract templates, playbooks, and internal legal guidance and tools to improve efficiency. 
• Coordinate and proactively support cross‑functional alignment on current and anticipated data privacy projects. 
• Conduct legal research and draft memoranda at the direction of in‑house counsel. 
• Perform other duties as necessary to support the operational and administrative needs of the Legal Department.

Qualifications:

• Experience and working knowledge of USPTO filing procedures and general IP docketing practice required.
• Attention to detail, excellent organizational and time management skills required
• Demonstrated effective written and verbal communication skills preferred
• Proficiency in Microsoft Excel and Power Point 
• Familiarity with systems for IP Docketing
• Minimum of five years working in the Intellectual Property field primarily focused on patent prosecution and IP docketing. 
• Associates degree or paralegal certification preferred 
   

Hourly Salary: $29.42- $36.88