Administrative Support Specialist for Intellectual Property

21 hours ago

Chicago, Illinois, United States Crowell & Moring Full time
Job Summary

Crowell & Moring LLP, a leading international law firm, is seeking a highly skilled Administrative Support Specialist for Intellectual Property to provide exceptional support to our IP Trademark and Patent Attorneys and Secretaries.

Key Responsibilities
  • Assist with patent and trademark prosecution documentation preparation, PTO filings, reporting letters, and related IP prosecution projects as directed by the Manager of IP Administrative Services.
  • Prepare, edit, format, save, and troubleshoot legal documents using various programs, including Microsoft Word, PowerPoint, PDF, Excel, and other IP-specific document production and conversion tools.
  • Proofread documents to ensure accuracy of copy, grammar, punctuation, and correct formatting.
  • Transcribe digital documents and notes.
  • Input and finalize attorney time into timekeeping systems; assist with IP-related billing tasks; prepare travel and expense reimbursements for submission to the Accounting Department as needed.
  • Learn new IP skills and cross-train to assist as needed in backup support roles for other areas of the IP Prosecution practice, including Secretarial coverage, Applications and Formalities, and Docketing project support.
Requirements
  • Demonstrated basic knowledge of MS suite of products, including Word (including Word Styles, Track Changes, Table of Contents, Table of Authorities), Excel, PowerPoint, and Outlook, as well as Adobe Acrobat.
  • Knowledge of accounting programs, such as 3E, Intapp, and ChromeRiver, is a plus.
  • Ability to exercise sound judgment and discretion, as well as perform routine and non-routine tasks with care, attention to detail, and efficiency.
  • Ability to adapt to changing priorities and maintain a productive and committed work effort, meeting deadlines and managing workload.
  • Ability to communicate clearly and effectively, both orally and in writing, with attorneys, staff, vendors, and external contacts.
  • Must possess a thorough command of the English language, including excellent spelling, grammar, and punctuation.
  • Ability to provide quality client service to both internal and external contacts, regarding non-legal matters of a routine nature.
  • Must possess the interpersonal skills necessary to communicate information with tact and courtesy, as well as follow instructions effectively from a diverse group of clients, attorneys, and staff.
  • Ability to accurately type a minimum of 50 words per minute.
  • Basic knowledge of standard office equipment, including copy, fax, and scanning machines.
  • Willingness to provide overtime support when directed by the Manager.
Qualifications
  • Bachelor's degree or equivalent specialized IP experience.
  • Minimum of two (2) years of professional experience. Legal administrative experience is a plus.

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