Intellectual Property Administrative Assistant

2 weeks ago

San Francisco, California, United States Baker Botts Full time

Baker Botts, a prominent international law firm known for its expertise across various industries, is looking for a skilled Patent Prosecution Legal Secretary. This role, under the general guidance of the Office Administrator, is responsible for delivering comprehensive administrative and document processing assistance to a designated team of attorneys and/or paralegals. This is a full-time, non-exempt position that offers a robust benefits package.


Key Responsibilities:
  • Drafting and submitting patent and design application documents.
  • Creating initial drafts for Office Actions and client communication.
  • Preparing and documenting assignments.
  • Conducting research as needed using Patent Center and other resources, including obtaining patent copies and related documents.
  • Communicating with clients regarding newly filed applications and responses to office actions.
  • Initiating new matters and performing conflict checks as required.
  • Monitoring the status of U.S. and international patents and applications using relevant databases.
  • Developing and formatting extensive Excel spreadsheets, tables, and charts pertaining to patent assets.
  • Writing and executing macros for complex Excel tasks.
  • Ensuring accuracy in documents by proofreading for typographical and formatting errors.
  • Creating visual representations such as charts and diagrams using various software.
  • Tracking and reporting on patent applications that require monitoring.
  • Preparing Information Disclosure Statements (IDSs) for electronic submission.
  • Performing checks on patent applications post-allowance.
  • Managing the electronic transmission of documents to inventors.
  • Coordinating the mailing of signature packages to inventors.
  • Overseeing client billing and collaborating with the billing department for timely processing.
  • Reviewing and adjusting monthly proformas, preparing necessary correspondence, and submitting invoices.
  • Inputting attorney time using the firm's time entry system daily.
  • Advising on client billing guidelines and ensuring compliance.
  • Providing confidential administrative support, including document preparation and correspondence.
  • Managing calendars, scheduling appointments, and organizing meetings and travel arrangements.
  • Assisting attorneys with State Bar dues and tracking continuing legal education credits.
  • Handling incoming and outgoing correspondence efficiently.
  • Drafting and distributing information through various formats including presentations and memos.
  • Answering phone calls and relaying messages accurately.
  • Maintaining positive relationships with clients, vendors, and staff.
  • Reconciling travel and client expenses for reimbursement.
  • Undertaking additional projects as assigned by the Office Administrator.
Qualifications:
  • High School Diploma required; some college education and/or PLS Certification preferred.
  • A minimum of five years of experience in a law firm or similar professional setting.
  • Familiarity with legal terminology and court filing procedures.
  • Understanding of electronic client invoicing processes.
  • Ability to compile data and prepare reports effectively.
  • Strong organizational skills and adept records management.
  • Effective communication skills, both verbal and written.
  • Commitment to maintaining confidentiality.
  • Proficiency in computer applications and software.
  • Ability to prioritize and manage multiple tasks efficiently.
  • Proficient in Microsoft Office Suite and relevant legal software.
  • Capability to learn and utilize databases effectively.
  • Ability to work collaboratively and independently.
  • Strong proofreading skills for various documents.
  • Reliability, professionalism, and a proactive approach are essential.
  • COVID-19 vaccination required, subject to accommodation.
Physical Requirements:
  • Moderate physical activity; ability to work at a computer for extended periods.
  • Ability to lift and carry file folders weighing up to 20 pounds.
  • Frequent telephone use is necessary.
  • Ability to perform repetitive tasks such as stapling and collating.
  • Capability to lift, squat, kneel, and bend as needed.
Work Environment:
  • This position may offer a hybrid work arrangement, requiring a minimum presence in the office.
  • Work is typically conducted in a standard office environment.
  • This is a full-time role with a standard workweek, with additional hours as necessary to meet deadlines.

Baker Botts is dedicated to fostering a culture where our employees thrive both professionally and personally, offering a comprehensive benefits program to support their overall well-being.

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