Legal Assistant

2 months ago

Indianapolis, United States Vaco Full time
Vaco Indianapolis has partnered with a client in downtown Indianapolis in search

Duties & Responsibilities:

  • Prepares, reviews and processes patent and trademark registration applications, filings and renewals.
  • Prepares, reviews, proofreads, and processes patent and trademark prosecution documents.
  • Works closely with attorney/paralegal team to develop, implement and maintain processes, procedures and policies for patent and trademark work flow.
  • Processes daily incoming and outgoing correspondence, including with clients, outside counsel, U.S. Patent and Trademark Office, and foreign patent offices.
  • Drafts and proofreads correspondence, transmittal documents, and other documents necessary to the practice to ensure accuracy; tracks and obtains signatures when required.
  • Carefully monitors docketing dates and deadlines, being proactive in ensuring that deadlines are met or brought to the attention of attorney/paralegal team; carefully monitors workflow of matters to ensure timely handling.
  • Exhibits outstanding client service in greeting guests, talking with clients, preparing correspondence, answering questions, and ensuring that matters proceed through the pre-defined administrative process.
  • Manages client contacts, electronic mail, and print and electronic documents.
  • May prepare exhibits and other materials for intellectual property litigation.
  • May conduct factual research for patent and trademark matters.
  • Enters and reviews time charges; may review and edit final client invoices for accuracy.
  • Creates, organizes, maintains, and closes files in accordance with prescribed internal policies.
  • Works collaboratively with other IP team members to ensure that work is completed, deadlines met and department needs are met.
  • Processes and tracks requests for payments and reimbursements.
  • May occasionally perform paralegal (IP Specialist) duties; however, primary role is providing clerical and administrative support for attorney/paralegal team.

Requirements:

  • 3+ years related experience.
  • Knowledge of patent and trademark terminology, prosecution procedures, and deadlines for both U.S. and foreign intellectual property matters; knowledge of current USPTO rules and procedures; experience with intellectual property software systems.
  • Demonstrated excellent organizational skills, sufficient to set and manage priorities; to manage and meet deadlines; and to self-start and ensure that work is timely completed.
  • Strong attention to detail and accuracy; good judgment and analytical and problem-solving skills.
  • Excellent communications and writing skills.
  • Ability and willingness to demonstrate collaborative work habits and an ‘ownership mentality’ in understanding the work to be done and assuring that it is timely and accurately completed.
  • Proficient in Microsoft Office 2016 suite (Word, PowerPoint, Excel, Outlook).

Vaco values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.

EEO Notice

Vaco is an Equal Opportunity Employer and does 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 federal, state or local law.

Vaco LLC and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco LLC and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .

Vaco also wants all applicants to know their rights that workplace discrimination is illegal.

By submitting to this position, you agree that you will be giving Vaco the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco 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 agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

Privacy Notice

Vaco LLC and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco”) respects your privacy and are committed to providing transparent notice of our policies.

  • California residents may access Vaco’s 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 may access our policies here.
Pay Transparency Notice

Determining compensation for this role (and others) at Vaco 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 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.

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