Legal Secretary - Intellectual Property/Patent Prosecution

Our client, a well-established law firm, is seeking an experienced Legal Administrative Assistant to support attorneys and patent agents in a fast-paced Intellectual Property practice. This non-exempt position requires a highly organized professional who can work independently with minimal supervision while exercising sound judgment, discretion, and attention to detail. The ideal candidate will have substantial experience in patent prosecution and a strong understanding of U.S. and foreign patent procedures.

Key Responsibilities

• Provide comprehensive administrative and legal support to attorneys and patent agents within the Intellectual Property practice group.
• Manage new client and matter intake, client billing, time entry, expense reports, and other administrative functions.
• Draft, edit, proofread, redline, and finalize correspondence, memoranda, reports, and other legal documents.
• Prepare patent prosecution filings for attorney and agent review, including IDSs, terminal disclaimers, restriction requirements, shell amendments, and related documents.
• File U.S. and foreign patent applications electronically through USPTO and PCT filing systems, while maintaining knowledge of system updates and filing requirements.
• Monitor deadlines, docket activity, and patent prosecution matters through PAIR, Pattsy Wave, and related systems.
• Prepare and submit assignment records electronically with the USPTO.
• Calculate and prepare filing cost estimates for patent matters.
• Coordinate document distribution via electronic filing systems, courier services, mail, and other delivery methods.
• Maintain organized physical and electronic client files and attorney calendars, including meetings, deadlines, hearings, and travel arrangements.
• Handle incoming and outgoing correspondence and provide exceptional client service to attorneys, clients, and visitors.
• Provide additional administrative support to attorneys, summer associates, and team members as needed.

Qualifications

• Minimum of 3-5 years of patent prosecution experience in a law firm or professional services environment.
• Strong knowledge of U.S. Patent and Trademark Office rules, procedures, and filing requirements.
• Experience with IP-related systems and technologies such as PCT Easy, EFS Web, PAIR, Pattsy Wave, PatentHunter, CIP Patent Annuity Service, USPTO, WIPO, and Espace.net.
• Prior experience with legal billing, expense reporting, conflict checks, CRM databases, and supporting multiple attorneys preferred.
• Familiarity with legal technology platforms such as NetDocuments, Chrome River, Intapp, or similar systems is highly desirable.

Skills & Competencies

• Advanced proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Excellent written and verbal communication skills with strong grammar, proofreading, and organizational abilities.
• Strong attention to detail with the ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Professional demeanor with excellent customer service and interpersonal skills.
• Ability to work independently while also collaborating effectively within a team-oriented environment.

Education

• High school diploma required.
• Associate's degree, college coursework, or equivalent experience preferred.

Physical & Work Environment

• Primarily office-based environment requiring extended periods of computer and desk work.
• Occasional lifting of files or documents up to 15 pounds may be required.
• Ability to effectively communicate with attorneys, staff, and clients throughout the workday.
• Flexibility to work overtime as needed to meet client and business demands.

Please reference job ID #70136

About R.L. Barclay & Associates

Founded in 2012, R.L. Barclay & Associates has earned a strong reputation in the recruiting industry by consistently placing top-tier talent across a broad range of disciplines. Our areas of expertise include Legal, Mortgage, Banking, Sales, Marketing, Accounting, Information Technology, Human Resources, Administrative, Oil & Gas, and Engineering.

R.L. Barclay & Associates has successfully placed hundreds of experienced professionals in law firms and corporations throughout Texas, as well as in multiple states nationwide. To learn more about our company and the current openings in our network, please visit