Intellectual Property Legal Assistant

Position Overview

A growing legal team is seeking an experienced Intellectual Property Legal Assistant to provide administrative and practice support to attorneys and paralegals handling domestic and international intellectual property matters. This role plays a key part in managing trademark, patent, copyright, and portfolio-related activities while ensuring deadlines, filings, and client communications are handled accurately and efficiently.

The successful candidate will be highly organized, proactive, and capable of balancing multiple priorities in a deadline-driven environment. Strong attention to detail, excellent communication skills.

Key Responsibilities

• Draft, revise, proofread, and format legal correspondence, forms, reports, and client-facing documents.
• Assist with the opening and maintenance of client matters, including electronic records management and document organization.
• Support the preparation and submission of trademark, patent, and copyright filings with applicable government agencies and third-party providers.
• Monitor and maintain critical due dates related to filings, renewals, annuities, office actions, and portfolio maintenance activities.
• Review docket reports and communicate upcoming deadlines to attorneys and legal staff.
• Coordinate with clients, foreign associates, governmental agencies, vendors, and service providers regarding filing requirements and portfolio administration.
• Prepare status reports, filing confirmations, portfolio summaries, and other matter-related documentation.
• Process invoices, filing fees, vendor payments, expense reports, and related administrative records.
• Manage attorney calendars, meeting scheduling, travel arrangements, and other administrative logistics as needed.
• Maintain accurate and up-to-date records in document management and intellectual property tracking systems.
• Assist with special projects and additional administrative duties supporting the Intellectual Property practice.

Qualifications

• Prior experience supporting attorneys or legal professionals in an intellectual property, patent, trademark, or related legal environment preferred.
• Strong understanding of legal administrative procedures and document management practices.
• Experience maintaining deadlines and tracking matters through docketing or case management systems.
• Advanced proficiency with Microsoft Office applications, particularly Outlook and Word.
• Working knowledge of Adobe Acrobat and electronic document management systems.
• Familiarity with intellectual property database, docketing, or portfolio management software is highly desirable.
• Excellent organizational skills with the ability to manage numerous active matters simultaneously.
• Ability to exercise sound judgment, maintain confidentiality, and work effectively both independently and as part of a team.
• Demonstrated commitment to accuracy and attention to detail in a fast-paced professional setting.

Preferred Experience

• Trademark, patent, copyright, or IP portfolio administration experience.
• Exposure to U.S. and international intellectual property filing processes.
• Experience using IP docketing, records management, or portfolio tracking software.
• Law firm or professional services environment experience.

Why Join Us

This position offers the opportunity to work closely with experienced intellectual property professionals, contribute to sophisticated client matters, and play a meaningful role in supporting a dynamic legal practice. Candidates who thrive in a collaborative environment and enjoy managing complex administrative workflows are encouraged to apply.

* Only qualified candidates will be contacted.