Intellectual Property Legal Assistant – (Cincinnati, OH)

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Position Title: Intellectual Property Legal Assistant
Location: Cincinnati, Ohio

Position Overview

A well-respected law firm in Cincinnati is seeking a detail-oriented Intellectual Property Legal Administrative Assistant to support attorneys and legal professionals within its IP practice. This role provides comprehensive administrative and practice-specific support in a fast-paced, deadline-driven environment. The ideal candidate is highly organized, technologically proficient, and committed to delivering exceptional client service while maintaining strict confidentiality.

Key Responsibilities

• Prepare and assemble U.S. patent application filings and prosecution documents, including amendments, responses to Office Actions, Information Disclosure Statements, and related USPTO forms for attorney review and filing.
• Assist with domestic and international trademark filings, renewals, maintenance documents, and related correspondence.
• Monitor and maintain docket deadlines; communicate upcoming deadlines and updates to attorneys and coordinate with centralized docketing personnel.
• Draft and format client correspondence regarding application status, filing confirmations, and prosecution updates.
• Open new matters, prepare intake documentation, and coordinate conflict checks in accordance with firm procedures.
• Prepare, revise, and finalize legal documents and general correspondence from draft, dictation, or handwritten notes with a high degree of accuracy.
• File documents electronically with the USPTO and coordinate foreign filings through international associates.
• Manage attorney calendars, schedule meetings, coordinate travel arrangements, and process expense reimbursements.
• Enter and review attorney time entries and assist with billing-related tasks as requested.
• Maintain organized electronic and physical files in compliance with firm document management protocols.
• Handle administrative tasks such as processing incoming and outgoing mail, preparing check requests, and responding to internal workflow requests.
• Collaborate with other administrative team members to ensure timely completion of assignments and balanced workload distribution.
• Participate in ongoing professional development and IP-specific training initiatives.

Qualifications

• High school diploma or equivalent required; additional education or certification in legal studies preferred.
• Prior experience supporting an intellectual property practice within a law firm or corporate legal department.
• Familiarity with USPTO electronic filing systems and patent/trademark procedures.
• Experience coordinating Patent Cooperation Treaty (PCT) filings and working with foreign associates is preferred.
• Strong knowledge of patent and trademark prosecution processes, both domestic and international.
• Proficiency in Microsoft Office applications and experience with document management and timekeeping systems.
• Exceptional organizational skills with the ability to manage multiple priorities and meet strict deadlines.
• Excellent written and verbal communication skills.
• Strong attention to detail and commitment to accuracy.
• Ability to work independently while contributing effectively to a collaborative team environment.
• Demonstrated professionalism and discretion in handling confidential client information.

Work Environment

This position operates in a professional office setting in Cincinnati, Ohio, supporting a collaborative intellectual property team. The role requires consistent attention to detail, responsiveness, and the ability to adapt to shifting priorities.

***Only qualified candidates will be contacted.

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