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IP Litigation Secretary/Practice Assistant

4 weeks ago

Ann Arbor, United States Chelsea Search Group Full time
IP Litigation Secretary/Practice Assistant - Hybrid

Under the supervision of the Office Administrator, the Intellectual Property (IP) Litigation Legal  Secretary/Practice Assistant will provide high-quality administrative and secretarial support to attorneys. The position requires a professional, highly motivated, intellectually curious, organized self-starter with the ability to anticipate needs of assigned attorneys, calendar events, format legal documents, and support ongoing matters. The position requires superior writing and communication skills, software skills including MS Office Suite (Word, Excel and PowerPoint), Nuance and document management systems. 

Responsibilities

  • Works closely with IP litigation attorneys involving the preparation of litigation related assignments including pleadings, discovery, correspondence, court filings, etc. along with clerical assignments as delegated.
  •  Demonstrates familiarity with commercial litigation and intellectual property litigation processes.
  • Frequently prepares documents to be electronically filed in Federal and Appeals Courts.
  •  Assists with preparing and filing documents in post-grant patent proceedings (inter partes reviews and post grant reviews) before the Patent Trial and Appeal Board (PTAB) and Trademark Trial and Appeal Board (TTAB).
  • Facilitates filings with the International Trade Commission relative to unfair import investigations.
  • Prioritizes assignments and prepares often sensitive and detailed correspondence, such as responses to requests for information or regularly recurring reports, from rough draft or dictation.
  • Prepares other routine as well as non-routine correspondence, legal documents, forms, presentations and the like using advanced knowledge and skills with word processing related and other software programs.
  • Conducts searches within PACER; calendaring litigation dates and maintains attorney calendars.
  • Identifies, marks and creates Table of Authorities; demonstrates knowledge of the deposition processes; provides trial support; maintains litigation binders/logs.
  • Efficiently proofreads and edits text for grammatical and typographical errors, and occasionally for content.
  • Professionally answers, screens, places calls, and records and communicates messages according to appropriate procedures.
  • Greets and screens internal/external visitors.
  • Effectively obtains familiarity with routine office procedures and forms in order to respond appropriately to detailed inquiries concerning departmental activities and operations.
  • In addition to secretarial peers and department attorneys, interacts professionally with members of other departments and varied external contacts, and assists where needed.
  • Schedules appointments, makes travel and/or meeting arrangements, and maintains business calendars as instructed.
  • Effectively establishes and maintains well-organized files, while managing the integrity of original client documents.
  • Prepares bills for mailing, maintains billing records, and accurately enters attorney time.
  • Performs related general office duties such as monitoring and collating, assembling and distributing documents.
  • Maintains confidentiality, assures work product is accurate and presented professionally, and makes efforts to foster a positive rapport with all internal and external contacts.

Qualifications 

  • At least 7 years prior work experience as a Litigation Legal Secretary.
  • College degree or equivalent work experience required.
  • Proven experience with litigation work in the Federal Courts.
  • Experience working on matters before the Patent and Trial Appeal Board (“PTAB”) and the Trademark Trial and Appeal Board (“TTAB”) as well as International Trade Commission (“ITC”) matters is preferred but not required.
  • Advanced use of MS Word and Outlook (or compatible e-mail application), as well as an ability to quickly learn and effectively utilize other applications as well as electronic court filing software applications.
  • Intermediate to advanced computer skills in order to use various features of multiple software programs (including word processing, footnotes, redlining, copying/pasting, Best Authority). May require specialized terminology skills.
  • Ability to efficiently read and write in order to proof and edit non-routine correspondence, reports and tables for typographical (spelling and grammar) errors, and sentence structure, as well as draft routine correspondence, perform non-complex arithmetic calculations, and organize and maintain record keeping and filing systems.
  • High-level communication skills with social sensitivity and in-depth knowledge of department procedures in order to communicate effectively with staff and management within and outside the department and external contacts, including clients.
  • Must be a problem solver, willing to work and think with independence, handle confidential information with discretion, and accept responsibility for producing work that is consistently complete, timely, effective and accurate.
  • Ability to organize and prioritize numerous tasks and complete them within time constraints.
  • Must have excellent organizational skills and be very detail oriented.
  • Ability to follow and convey instructions effectively with a high degree of courtesy and tact including ability to independently follow-up on open items.
  • Ability to work overtime, when needed.
  • Proficiency in the use of FileSite and ECF (Electronic Court Filing).
  • Ability to work with multiple attorneys and prioritize assignments.
To Apply: Please email resume to: cfleck@chelsearecruiters.com