Legal Administrative Assistant at Staff Insight

Legal Administrative Assistant for the Intellectual Property (IP) Department. This is a non-exempt (hourly) role reporting to the Intellectual Property Manager. The position is located in the Boston office and offers the flexibility to work remotely up to two days a week. This role is idea for a resourceful self-starter, interested in a challenge, who can maintain strict confidence and is adept at working independently and collaboratively with attorneys, clients, and business services staff.

The role provides excellent client service to IP attorneys and staff internally, and to the firm’s clients externally. This requires teamwork, flexibility, strong communication and technical skills and the ability to meet deadlines.

RESPONSIBILITIES:

· Provides legal and administrative support to the IP attorneys.

· Manages attorneys’ calendars and deadlines.

· Completes time entry and performs data entry of time/billing into the accounting system.

· Responds timely to new matter opening requests.

· Processes client bills and pays relevant invoices.

· Prepares and files information disclosure statements and related documents in a timely manner with the U.S. Patent and Trademark Office (USPTO).

· Assists attorneys with docket management.

· Maintains patent application electronic files.

· Reviews incoming mail, whether paper or electronic, and proactively takes necessary next steps.

· Maintains accurate client contact information and reporting instructions.

· Coordinates with IP Manager, colleagues and/or departments to ensure timely completion of assignments.

· Liaises with the Docketing group to ensure docket clearance of all information disclosure statement deadlines.

· Reviews attorneys’ docket reports and initiates reminder emails to primarily assigned and case-related responsible attorneys to ensure completion of due dates and non-extendable actions.

· Collaborates with IP Manager/Docket Team to coordinate intake of electronic and/or paper documents related to incoming file transfers, conducts matter review of materials to ensure completeness, performs follow up to acquire any missing information, and obtains newly assigned client/matter numbers for entry into docketing database.

· Manages, tracks, and completes large or long-term projects as requested.

QUALIFICATIONS:

· BA/BS degree preferred, but not required.

· 1-5 years of prior administrative, legal and/or executive assistant experience required.

· Law firm and IP experience is a plus, but is not necessary.

· Full proficiency in Microsoft Office products, such as Microsoft Word and Microsoft Outlook, required.

ADDITIONAL SKILLS/EXPERIENCE:

· Familiarity with a document management system, such as FileSite/iManage.

· Excellent grammar, spelling and proofreading skills.

· Demonstrates a high degree of organization, flexibility and reliability in order to appropriately set priorities, manage multiple responsibilities and work well under pressure.

· Flexible and adaptable to changing priorities.

· Strong interpersonal and communication skills.

· Enjoys working collaboratively with team members, attorneys and staff throughout the firm.

· Able to accommodate occasional overtime work.