Patent Operations Administrative Assistant

Patent Operations Administrative Assistant

Fish & Richardson, the premier global intellectual property law firm, is trusted by the world's most innovative and influential companies. Fish was established in 1878, and now has more than 400 attorneys and technology specialists in the U.S., Europe, and China. Our success is rooted in our creative and inclusive culture, which values the diversity of people, experiences, and perspectives. Join Fish's team in our fast-paced Practice Systems Department as a Patent Operations Administrative Assistant.

How Will You Make a Difference?

• Assume responsibility for daily IP administrative workflows and tasks, ensuring seamless practice continuity.
• Serve as a liaison between the PGL (Practice Group Leader) and the firm's practice systems, legal staff, and select administrative departments on multiple projects and programs. Work within internal processes to partner with other firm departments to help accomplish goals.
• Represent the practice group to internal and external clients in a professional and polished manner at all times. Take initiative to ensure that internal and external clients are served efficiently and effectively.
• Handle all travel arrangements and resolve travel disruptions effectively. Organize, manage, and maintain meeting and event invitations. Schedule visiting offices and conference rooms and maintain records.
• Process expense reimbursements, incoming and outgoing correspondence, telephone and email inquiries, and ensure that all are handled appropriately and in a timely manner.
• Assist with the monthly client billing cycle, including reviewing, editing, and processing proformas (pre-bills) in accordance with firm policies and specific client billing guidelines.
• Prepare reports and compile data for inclusion in reports and presentations, perform research and prepare information for special projects as assigned.
• Develop and maintain a system to track deadlines, projects, time commitments, and the completion of tasks. Ensure that various administrative tasks are completed in an effective and efficient manner, including reviewing email, drafting correspondence, screening telephone calls, and maintaining executive and historical files.
• Prioritize multiple projects simultaneously, anticipating the PGL's responsibilities, and following through on issues in a timely manner.
• Perform advanced and confidential administrative duties that may require varying degrees of skill and familiarity with legal matters and firm policies and procedures. Add value through understanding the work processes and resources, structure, and business of the firm and practice group.

What Will You Bring to the Table?

• A minimum of High School Diploma or equivalent is required. A Bachelor's degree in business administration or related field is preferred.
• 1+ years of business-related or professional office administration experience; preferably in the legal industry
• Strong working knowledge and proficiency with firm-standard versions of MS Office, Excel, OneNote, PowerPoint, Teams, Adobe Acrobat and other relevant specialized software.
• Ability to navigate the internet and intranets, use technical equipment appropriately and have the aptitude to continually expand this knowledge through ongoing learning.
• Excellent ability to communicate effectively internally and externally, both orally and in writing.
• Ability to handle multiple projects, utilizing available firm-wide resources to manage priorities.
• Possess capability to change, adapt and remain flexible with current and future responsibilities and circumstances.
• Self-starter with the ability to successfully work independently with minimal supervision, meet deadlines, as well as work well within a team-oriented environment and contribute to effective team relationships.
• Possess interpersonal skills necessary to communicate in person, by email, Zoom, and telephone, and follow instructions while providing information with courtesy and tact. Proven record of good judgment.
• Proactive, forward-thinker, with a keen understanding of support roles.
• Committed to observing confidentiality and communicating with tact, discretion, and diplomacy in both firm and client matters.
• Work occasionally requires more than normally scheduled work hours to perform the essential duties of the position as needed.
• This role is 100% remote with no expectation of a regular in-office presence

Why Fish?

• Competitive pay and discretionary bonus opportunities along with a rich benefits package, including comprehensive medical and dental coverage, generous paid time off, and tuition reimbursement
• Award-winning retirement and profit sharing plans with employer contribution
• A family-friendly atmosphere with back-up child care, as well as health and wellness initiatives
• A positive culture awarded an Outstanding Workplace designation in 2023 and 2024 by People Insight based on our high levels of employee engagement
• The estimated starting pay range is $59,000 - $74,000 per year across all geographic markets, which equates to approximately $30.25 - $37.94 per hour in Minneapolis, Chicago, and Washington, D.C. (based on a 37.5-hour workweek) and $32.41 - $40.65 per hour in Boston (based on a 35-hour workweek).

Our Commitment to Diversity

As a firm that serves the world's greatest visionaries, we know that creativity and innovation are the result of seeing the world from multiple different perspectives. Having a diverse team enhances the quality of legal services we provide to our clients, sustains our standing as a premier IP law firm, and strengthens the fabric of our firm.