Legal Administrative Assistant Intellectual Property IP

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Legal Administrative Assistant IP Job Details:

Snell & Wilmer, one of the largest and most prestigious law firms in the Western United States, is seeking a Legal Administrative Assistant within the Intellectual Property (IP) in our Orange County office . You will provide comprehensive administrative and organizational support to attorneys, patent agents, and paralegals in an intellectual property law practice. This role involves managing the workflow of IP-related documentation, ensuring deadlines are met, and maintaining client communication while upholding the highest standards of confidentiality and professionalism.

The hours are Monday through Friday from 8:30 a.m. to 5:00 p.m . in the office .

Responsibilities will include, but are not limited to the following:

• Document Management:
  
  • Prepare, proofread, and format IP-related documents, including patent and trademark applications, responses to office actions, and licensing agreements.
  • File patent and trademark applications with the United States Patent and Trademark Office (USPTO) and foreign IP offices as needed.
  • Maintain and organize case files and ensure all documents are stored securely.
• Calendar and Deadline Management:
  
  • Monitor and manage critical deadlines, such as filing and renewal dates for patents and trademarks.
  • Coordinate attorney schedules, meetings, and travel arrangements.
• Communication:
  
  • Serve as a point of contact between attorneys, clients, and external agencies.
  • Draft and manage correspondence, including emails, letters, and memos related to IP matters.
• Administrative Support:
  
  • Process billing and time entries, ensuring accuracy and compliance with firm policies.
  • Assist in preparing presentations or materials for client meetings.
  • Handle incoming and outgoing mail related to IP matters.
• Research and Compliance:
  
  • Conduct preliminary research on patents, trademarks, and other intellectual property as requested.
  • Ensure compliance with legal procedures and deadlines for IP filings, renewals, and disputes.
• Technology and Database Management:
  
  • Use IP docketing software to track and manage IP portfolios.
  • Update and maintain client and matter information in the firm's database.

Experience and Qualifications:

• Experience: At least 4 years of administrative experience in a law firm or legal department, with IP experience.
• Skills:
  
  • Strong organizational and time-management skills.
  • Attention to detail and accuracy.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with IP docketing systems.
  • Excellent verbal and written communication skills.
  • Ability to handle multiple tasks and prioritize in a fast-paced environment.
• Other: Familiarity with USPTO systems, PCT filings, and foreign IP processes is a plus.

The pay range for this position is $35.00 to $45.00 per hour depending on years of experience.

Snell & Wilmer offers a competitive performance-based compensation and a generous benefits package starting on your first day. The benefits package includes medical, dental, vision, disability, life insurance, 401K/profit sharing, paid holidays, tuition reimbursement and paid time off including vacation time, personal time, and sick time where appropriate. Snell & Wilmer values the principles of Diversity, Inclusion, and Belonging .

We are an Equal Employment Opportunity employer.

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