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Legal Administrative Assistant

4 months ago

Boston, United States The Phoenix Group Full time

Our Law Firm client is looking for an IP Legal Administrative Assistant to join their team. This role demands teamwork, adaptability, effective communication, technical prowess, and a knack for meeting deadlines.

Responsibilities:

  • Offer legal and administrative support to IP attorneys.
  • Manage attorneys’ schedules and deadlines.
  • Handle time entry and input time/billing data into the accounting system.
  • Respond promptly to new matter opening requests.
  • Process client invoices and manage relevant payments.
  • Prepare and file information disclosure statements and related documents with the U.S. Patent and Trademark Office (USPTO) in a timely manner.
  • Assist attorneys with docket management.
  • Maintain electronic files for patent applications.
  • Review incoming mail, whether physical or electronic, and take proactive steps as necessary.
  • Maintain accurate client contact details and reporting instructions.
  • Coordinate with the IP Manager, colleagues, and/or departments to ensure timely completion of tasks.
  • Liaise with the Docketing group to ensure the clearance of all information disclosure statement deadlines.
  • Review attorneys’ docket reports and send reminder emails to primarily assigned and case-related responsible attorneys to ensure timely completion of due dates and non-extendable actions.
  • Collaborate with the IP Manager/Docket Team to manage the intake of electronic and/or paper documents related to incoming file transfers, conduct matter reviews to ensure completeness, follow up to obtain any missing information, and obtain newly assigned client/matter numbers for entry into the docketing database.
  • Manage, track, and complete large or long-term projects as required.