Legal Assistant - Intellectual Property

Job Description

Job Description

POSITION SUMMARY:

The Legal Assistant provides high‑quality administrative and legal support to attorneys across our Intellectual Property Practice Group. This role requires strong organizational and multi-tasking skills, attention to detail, and the ability to manage competing priorities in a fast‑paced professional services environment. Legal Assistants maintain regular contact with clients, attorneys, and firm staff while upholding the highest standards of professionalism, confidentiality, and client service.

EDUCATION & EXPERIENCE:

• Associate degree or equivalent combination of education and experience required
• 1 year of Legal Assistant, Intellectual Property, or work in Legal Services industry
• Proficiency in Microsoft Office (Word, Outlook, Excel, PowerPoint) with speed and accuracy
• Experience with document management systems, calendars, billing systems, and general office technology preferred
• Experience with EDMS and other filing systems preferred but not required

ESSENTIAL DUTIES & RESPONSIBILITIES:

Essential functions are the primary responsibilities of the position and may be performed with or without reasonable accommodation.

• Prepare, edit, format, and proofread correspondence, memoranda, reports, and other legal or business documents from written or oral instructions
• Draft routine correspondence and standardized legal or business documents as appropriate
• Manage attorney calendars, schedules, and deadline reminders
• Monitor, review, process, and distribute incoming and outgoing mail and electronic communications in a timely and accurate manner
• Open, organize, maintain, and close client and administrative files in accordance with firm policies, including coordinating conflict checks and retention procedures
• Serve as a professional point of contact for clients, visitors, attorneys, and staff; maintain positive working relationships and observe strict confidentiality
• Coordinate meetings, appointments, travel arrangements, and related logistics for assigned attorneys
• Support timekeeping and billing processes, including proofreading invoices and assisting with timely submission of attorney time
• Perform general administrative and office support tasks as needed to support practice and firm operations
• Complete additional duties as assigned based on business and practice needs
• Track and manage CLE credits, monitor deadlines, and send reminders to attorneys for compliance.
• Support and manage attorney marketing efforts, including overseeing client relationship management.
• Assist in the execution of special projects and initiatives.
• Contribute to cross-functional projects that impact various aspects of the business.

KNOWLEDGE, SKILLS & ABILITIES:

• Strong organizational and multi-tasking skills with the ability to manage multiple tasks, deadlines, and priorities efficiently
• Excellent attention to detail, including strong proofreading and document-quality skills
• Effective written and verbal communication skills
• Demonstrated discretion and judgment in handling sensitive and confidential information
• Proficiency in standard office and legal technology including document management, printing, scanning, and copying systems
• Ability to adapt to changing workflows, responsibilities, and practice-specific requirements
• Ability to work independently as well as collaboratively within a team environment

ADDITIONAL ROLE EXPECTAIONS

• Passion for invention, innovation and research
• This position is primarily performed in an office environment
• Work may occasionally require more than 40 hours per week, including irregular hours, to meet business or client needs
• Ability to sit, stand, use a computer, and operate standard office equipment for extended periods