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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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