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IP Legal Administrative Assistant

Boston, MA, USA

Job Type


About the Role

Seeking an experienced Legal Administrative Assistant for the  Intellectual Property (IP) Department of a Boston law firm. This is a  non-exempt (hourly) role reporting to the Intellectual Property Manager.  The position offers the flexibility to work remotely up to two days a  week.

The Legal Administrative Assistant 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.

Duties and Requirements

  • 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.

  • Processes client bills and pays relevant invoices. Prepares and files formal 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.

  • Communicates with clients by telephone or email as needed.

  • Maintains accurate client contact information and reporting instructions.

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

  • Cross-train with docketing team to ensure that the docket process will  continue during team absences, including review of Docket Box and  docketing of relevant documents.

  • Reviews final deadline report  on a biweekly basis and initiates emails to attorneys/staff to obtain  confirmation that all non-extendable actions are on target to be timely  completed.

  • Assume additional responsibilities as assigned.


  • BA/BS degree preferred, but not required.

  • Prior administrative, legal and/or executive assistant experience required.

  • IP experience is preferred, but not required.

  • Full proficiency in Microsoft Office products, such as Microsoft Word  and Microsoft Outlook, required. 3+ years of related experience.

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.


$85,000.00 - $95,000.00 per year

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