Law Firm is looking to hire an IP Legal Secretary
- IP Secretary will perform a variety of secretarial tasks to support assigned attorneys
- Monitors filing deadlines noted on docket reports for all US and foreign patent applications; assists with reviewing/clearing of docket and communicates details to Docketing
- Provides information to courts and third parties by electronic filing, preparing submission in accordance with governing rules, creating proofs of service, drafting correspondence, completing courtesy copies, and strict adherence to deadlines.
- Conserves attorneys' time by reading, researching, reviewing, verifying, and routing correspondence, reports and legal documents; drafting letters and documents; collecting and analyzing information; initiating telecommunications; organizing client conferences, and attorney meetings; scheduling couriers, and other special functions; coordinating preparation of charts, graphs, and other visuals; preparing expense reports. Circulates information and documents in a times sensitive manner.
- Maintains attorneys' calendars by planning and scheduling conferences, teleconferences, dispositions, and travel; anticipating changes in transaction preparation requirements.
- Provides historical reference by developing and utilizing filing and retrieval systems.
- Maintains hard copy and electronic filing system (FileSite/iManage).
- Schedules meetings with internal and external participants, and arranges conference rooms.
- Represents attorneys by communicating and obtaining information; following-up on delegated assignments; knowing when to act and when to refer matters to attorney.
- Generates revenues by documenting and inputting attorney billable time, time spent on firm related matters and reimbursable expenses; preparing invoices; tracking payments.
- Prepare Chrome River reimbursement and credit card expenditure reports to accounting for assigned fee earners.
- Coordinates monthly billing process between accounting and assigned partner for narrative edits, time movement and draft bill processing.
- Provides information to workflow during client intake, including matter details and Engagement Letter preparation.
- Maintains client confidence by keeping client/attorney information confidential.
- Assists with providing ad hoc cover on reception when requested by the Office Manager.
- Operates office equipment such as photocopy machine and scanner to produce copies and scanning when needed.
- Updates job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations.
- Prepares client reporting letters, including reporting letters for patent, trademark and copyright matters.
- Performs other job related duties as assigned and assist attorneys when needed.