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IP Legal Secretary

2 months ago

New York, New York, United States AMS Staffing Inc. Full time
Job Summary

We are seeking a highly skilled and experienced Intellectual Property Secretary to support our Patent Prosecution team at AMS Staffing Inc. The successful candidate will provide administrative support to our patent attorneys, ensuring the smooth operation of our patent prosecution practice.

Key Responsibilities
  • Billing and Expenses
    • Prepare and edit daily time entries, ensuring accuracy and completeness.
    • Coordinate with accounting personnel to ensure timely reimbursement of business-related expenses.
    • Review and reconcile foreign associate bills, ensuring compliance with Firm guidelines.
  • Administrative Duties
    • Manage calendars, scheduling appointments, and coordinating travel arrangements.
    • Screen and route telephone calls, ensuring prompt and professional communication with clients and colleagues.
    • Provide administrative support to patent attorneys, including document preparation and filing.
  • Document Preparation
    • Prepare a variety of correspondence, reports, and legal documents, ensuring accuracy and attention to detail.
    • Proofread and edit documents, ensuring compliance with Firm guidelines.
  • Client Service
    • Provide exceptional client service, ensuring prompt and professional communication with clients and colleagues.
    • Coordinate with clients to ensure timely completion of projects and tasks.
  • Document Management
    • Maintain current and orderly electronic and paper files, ensuring compliance with Firm guidelines.
    • Coordinate with colleagues to ensure seamless document management and retrieval.
  • Coordinating Workflow
    • Ensure timely completion of tasks and projects, prioritizing deadlines and workload.
    • Coordinate with colleagues to ensure seamless workflow and communication.
  • Teamwork
    • Collaborate with colleagues to achieve team goals and objectives.
    • Provide support and assistance to colleagues as needed.
Requirements
  • Education
    • High School Diploma or equivalent required. College degree preferred.
  • Experience
    • Minimum 3 years of IP secretarial experience in a law firm supporting billing attorneys.
  • Skills
    • Excellent computer skills with knowledge and ability to work proficiently with Microsoft Office Suite products, especially Excel.
    • Knowledge of and familiarity with accounting systems, including time and billing, expenses, conflicts, new matter/new business intake programs.
    • Excellent written and verbal communication skills.
    • Attention to detail, accuracy, and thoroughness.
    • Ability to maintain confidentiality.
    • Detail oriented with ability to handle multiple projects simultaneously and meet deadlines.