Practice Assistant - IP (Hybrid)

We are a Firm where people truly believe in what they do and strive to achieve the highest standards of performance and success.

General Description:

Practice Assistants provide high quality administrative support to a group of lawyers and professionals in a team environment, effectively and efficiently meeting Firm/client needs. This practice assistant position supports the Intellectual Property Group. This role is currently hybrid with designated days required to be in the office, which may change depending on future needs of the firm or industry standards.

Key Responsibilities and Essential Job Functions:

• Communicate effectively and professionally with clients, lawyers, and co-workers via email, by telephone and in person; answer telephone providing responses to routine questions from clients and staff members and/or route calls to appropriate lawyer or staff member; arrange conference calls and greet clients.
• Create, draft, format, edit, proofread, and manage Word documents, Excel spreadsheets, PowerPoint presentations; draft routine business correspondence, forms, and documents under the supervision of an appropriate lawyer/professional.
• Schedule domestic and foreign travel through firm travel system, including flights, hotels and/or car rentals.
• Prepare, organize, and process reimbursements, invoices, and check requests in a timely manner.
• Collect and prepare information to run conflict checks, open new client matters, and draft engagement letters, scope letters, and other required documents; provide guidance to lawyers to ensure completed forms are prepared and submitted properly.
• Learn client-specific billing guidelines or restrictions and consistently apply them to client invoices to ensure compliance and cost-effective practices.
• Open, prioritize and distribute mail (both paper and electronic); coordinate mailings, deliveries, and copying, scanning, and printing, when appropriate.
• Enter and manage work requests from lawyers in the firm’s workflow tool and complete according to provided deadline(s).
• Perform routine electronic and paper filing in an organized manner for easy access; photocopy, scan, compile, and distribute documents; identify and coordinate available services provided by administrative departments such as office services, the IT Help Desk, document services, accounting, billing, and records.
• Perform all file maintenance, including saving documents to the document management system.
• Assist lawyers with time entry, billing, and collection, as needed.
• Operate independently to ensure completion of assignments, which may be complex in nature or require high-level production, in an accurate and timely manner. Produce a high volume of work assignments in an accurate and timely manner.
• Perform clerical duties for non-legal departments, as needed.
• Special project and duties as assigned.

Intellectual Property

• Manage administrative aspects of U.S. patent prosecution.
• Knowledge in preparation of all Patent/Trademark Office forms and ability to format specification and responses to office actions in proper USPTO format.
• Preparation of assignments for execution by inventors.
• Experience with EFS/PAIR with the USPTO.
• Manage docketing/calendaring IP deadlines.
• Experience with docketing/calendaring of all case events/filing deadlines using a centralized docketing system/software.
• Knowledge of U.S. District Courts and Court of Appeals for Federal Circuit procedures, and where to find Local Rules of Court and Judge specific procedures.
• Familiarity with Bates stamping documents.
• Trial experience, including preparation of witness and exhibit lists and binders for trial.

Required Skills:

• Advanced knowledge of Microsoft Office Suite and Adobe.
• Experience with document management systems.
• Experience with electronic signature software programs.
• Proficiency in core legal administrative assistant functions and advanced technical and communications skills.
• Ability to thrive in a fast-paced environment with demonstrated ability to coordinate multiple competing tasks and demands.
• Superb attention to detail, grammar, and punctuation, and the ability to articulate thoughts and effectively present innovative ideas and findings.
• Ability to take direction and work independently with little supervision.
• Ability to effectively work well with others.
• Effective and professional interpersonal and communication skills.
• Ability to write clearly and professionally, with excellent proofing skills.
• Strong work ethic with ability and commitment to maintain confidentiality.
• Ability to lift and carry