Advanced Administrative Assistant

Job Description

Essential Duties and Responsibilities:

• Serve as system administrator for the internal IP Docketing System, maintaining accurate files, deadlines, and status tracking.
• Review and manage patent and trademark dockets, including monitoring deadlines, identifying required actions, and coordinating with internal stakeholders and external law firms' docketing teams.
• Review, analyze, and process incoming patent and trademark correspondence from U.S. and foreign patent offices.
• Support patent prosecution activities by assisting the Assistant General Counsel with preparation of evaluation materials and coordination related to prosecution strategy for non-provisional patent applications.
• Prepare draft evaluation sheets and supporting documentation for non-provisional and provisional patent applications, including preparation of official filing documentation for submission to the USPTO.
• Maintain working knowledge of the full patent lifecycle, from pre-filing through prosecution and issuance.
• Coordinate foreign patent filings, including issuing foreign filing instructions to foreign associates.
• Conduct and analyze trademark searches, provide support for trademark clearance and due diligence, and assist with advising on trademark processes globally.
• Coordinate Intellectual Property Review Board (IPRB) meetings, including preparation of presentation materials, distribution of meeting summaries, and follow-up on action items.
• Prepare, finalize, and coordinate execution of IP-related formal documents in collaboration with external counsel.
• Assess and monitor outside counsel compliance with company-issued IP and billing guidelines.
• Manage communications with external law firms in coordination with the Assistant General Counsel.
• Receive, review, and process invoices from external counsel; support budget tracking and reporting for the Legal Department.
• Support reporting to the parent company and process instructions received from the parent company, including compiling information related to ongoing royalty payments.
• Prepare correspondence and routine communications on behalf of attorneys, as needed.
• Review, update, and maintain standard operating procedures and internal legal process documentation.
• Assist with full lifecycle contract management, from intake through execution.
• Contribute to the development and maintenance of contract templates, playbooks, and internal legal guidance and tools to improve efficiency.
• Coordinate and proactively support cross-functional alignment on current and anticipated data privacy projects.
• Conduct legal research and draft memoranda at the direction of in-house counsel.
• Perform other duties as necessary to support the operational and administrative needs of the Legal Department.

Qualifications:

• Experience and working knowledge of USPTO filing procedures and general IP docketing practice required.
• Attention to detail, excellent organizational and time management skills required.
• Demonstrated effective written and verbal communication skills preferred.
• Proficiency in Microsoft Excel and Power Point.
• Familiarity with systems for IP Docketing.
• Minimum of five years working in the Intellectual Property field primarily focused on patent prosecution and IP docketing.
• Associates degree or paralegal certification preferred.

Hourly Salary: $29.42- $36.88