Intellectual Property Administrative Assistant

2 weeks ago

Costa Mesa, California, United States Haynes and Boone Full time

At Haynes and Boone, our team members are the cornerstone of our achievements. We recognize the significance of each individual's contribution to our exceptional legal services, and we seek individuals who will enhance our professional reputation, strengthen client relationships, and participate in our collective success.

Our Orange County office caters to the demands of California's leading technology sectors, leveraging the West Coast's global connectivity. We boast dynamic practices in intellectual property (IP), inbound Asian work, venture-backed corporate matters, and substantial litigation including patent, securities, insurance coverage, and class action labor and employment issues. Our flourishing economic landscape is home to a diverse range of businesses, from Fortune 500 firms to innovative technology startups. Our expanded footprint enhances Haynes and Boone's nationwide capabilities while providing clients with the advantages of our growing geographic presence. Most of our California-based attorneys possess engineering or technical degrees alongside their law degrees, which deepens their comprehension of the complexities of IP. Our professionals have been acknowledged in esteemed publications such as The Best Lawyers in America directory, Intellectual Asset Management (IAM) Patent 1000, and Managing IP Magazine. We are dedicated to fostering a diverse workforce that mirrors our communities, and we actively seek motivated professionals who appreciate our culture of respect and collaboration.

Salary Range:
The anticipated salary range for this role is $0.00-$0.00. Please be aware that the final offer may differ based on the experience and skill set of the chosen candidate.

This non-exempt role encompasses comprehensive secretarial and administrative responsibilities for attorneys and patent agents with minimal supervision. The individual must exercise a high level of independent judgment and discretion. A thorough understanding of organizational protocols and precedents is essential.

Key Responsibilities

  • Execute secretarial tasks related to firm administrative functions, including processing new client/matter requests, client invoices, time reports, and expense reports.
  • Draft correspondence for client-related matters and perform word processing for drafts, revisions, and final documents, including correspondence, memoranda, invoices, timesheets, and project work as required. This includes proofreading and editing for accuracy - copy, format, etc.
  • Prepare prosecution filings for attorney/agent review and approval (including preparation of IDSs, terminal disclaimers, restriction requirements, shell amendments, etc.).
  • Manage filing of all Foreign/U.S. applications through electronic systems and stay updated on enhancements related to electronic filing.
  • Monitor client files and deadlines using relevant tracking systems.
  • Prepare and file assignment recordation online with the appropriate authorities.
  • Calculate filing cost estimates.
  • Copy, distribute, send (electronically and/or via mail, courier, or express service), file, and otherwise manage completed work.
  • Maintain both physical and electronic files, contacts, and case dockets for attorneys.
  • Coordinate meetings and appointments, and appropriately receive clients/guests as needed; manage the attorney's appointment calendar (including hearings and other commitments).
  • Handle incoming and outgoing correspondence.
Additional Responsibilities:

Provide secretarial support to summer associates, visiting attorneys, and attorneys whose secretaries are unavailable. Perform other related duties as assigned.

Reporting Structure

The legal secretary reports directly to the Office Administrator or HR representative, and indirectly to assigned attorneys.

Qualifications

Knowledge/Experience

A minimum of three to five years of experience in patent prosecution and a solid understanding of U.S. Patent and Trademark rules, processes, and procedures. The candidate should have a working knowledge of general office practices, as well as a strong familiarity with legal terminology related to Intellectual Property (IP). Proficiency in the following IP-related technologies or similar systems is required: PCT Easy, EFS Web, PAIR, Pattsy Wave, PatentHunter, CIP - Patent Annuity Service, and relevant websites.

Experience with the Firm's technology and applications is highly preferred (DeskSite; Chrome River; Carpe Diem). Prior experience managing expense reports, client invoices, multi-line phones, and conflict-checking forms, as well as working with CRM databases, is strongly preferred. Experience supporting multiple attorneys is required.

Skills

The legal secretary must possess advanced word processing and computer skills using various software programs, including MS Word, Excel, Outlook, and PowerPoint. Excellent written and verbal communication skills, including grammar, spelling, and punctuation, are essential. Strong phone etiquette, attention to detail, and follow-through skills are required. Knowledge of legal filing and record-keeping practices relevant to IP is necessary. The individual must be highly organized, capable of multitasking, and able to meet established deadlines. Strong customer service skills, flexibility, and the ability to work effectively as part of a team are required.

Education

A high school diploma is required. Two years of college or equivalent experience is preferred but not mandatory.

Physical Demands

The role requires the ability to move around the office up to 15% of the time for tasks such as copying, faxing, and filing. The individual will remain stationary at least 85% of the time. This position involves regular operation of computers and other office productivity machines (e.g., fax machine, copier, printer). Occasionally, the individual may need to move documents or files weighing up to 15 lbs. Constant communication and information exchange with firm attorneys, clients, and staff are necessary. The individual must be able to inspect and observe information on a computer screen for at least 80% of the time.

Working Conditions

Office Environment. Overtime may be required.

Salary Range

The expected salary range for this position is $85,000 to $105,000. Please note that the final offer amount is based on applicable experience and skill set of the candidate.

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