Legal Administrative Assistant (Chicago)

We are seeking a highly organized, detail-oriented, and dependable Legal Assistant to provide administrative and clerical support to attorneys and paralegals in an intellectual property law practice.

Position Type: Part-Time, 3 days from home and 1 day in the office and one day home. Full benefits.

This position will primarily assist with the preparation, organization, and processing of legal documents and correspondence, including materials submitted to the United States Patent and Trademark Office (USPTO). The Legal Assistant will work under the direction of attorneys and paralegals to help ensure that administrative tasks, documentation, and filing support activities are completed accurately and efficiently.

The ideal candidate is resourceful, adaptable, and comfortable managing multiple responsibilities and deadlines while maintaining professionalism, accuracy, and confidentiality.

Key Responsibilities

• Assist attorneys and paralegals with preparing, formatting, proofreading, organizing, and processing legal documents, including patent applications, responses, Requests for Continued Examination (RCEs), Information Disclosure Statements (IDSs), assignments, declarations, and other USPTO-related documents.
• Provide administrative assistance with electronic submissions to the USPTO under the direction and supervision of attorneys and paralegals.
• Gather, organize, and maintain information and supporting documentation needed for legal filings.
• Prepare and coordinate legal correspondence and electronic communications with clients and other parties.
• Maintain accurate and organized electronic client files, legal documents, and records.
• Access online databases to assist with opening new matters, retrieving information, and reviewing docket records and deadlines.
• Assist with tracking & organizing deadlines and following up on outstanding administrative tasks.
• Coordinate telephone calls, virtual meetings, and other communications as needed.
• Scan, organize, save, and distribute electronic documents and correspondence.
• Provide general administrative and clerical support to attorneys and paralegals, including other tasks necessary to support daily office operations.

Education and Experience

• Associate's or Bachelor's degree preferred.
• 3–5 years of experience in a legal, administrative, or professional office environment preferred.
• Previous experience in a law firm or other legal setting is desirable.
• Familiarity with intellectual property law, patent prosecution procedures, or USPTO filings is a plus but not required.

Required Skills and Qualifications

• Excellent organizational skills and the ability to manage multiple responsibilities and deadlines.
• Exceptional attention to detail and commitment to accuracy.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Word, Excel, Outlook, and other standard office applications.
• Experience using electronic document management systems, spreadsheets, and databases.
• Ability to learn new software, filing systems, and office procedures.
• Resourcefulness, flexibility, and effective problem-solving skills.
• Ability to follow detailed instructions and established procedures.
• Ability to work independently on assigned administrative tasks while collaborating effectively with attorneys and paralegals.
• Professionalism and discretion when handling confidential client information.
• Ability to prioritize assignments and work efficiently under time constraints.
• Willingness to take initiative and assist with a broad range of administrative and office support responsibilities, including maintaining shared spaces and ensuring the office is organized, presentable, and prepared for daily operations.

Preferred Qualifications

• Prior administrative experience in a law firm, particularly an intellectual property practice.
• Familiarity with legal terminology and document preparation.
• Experience using electronic filing systems or legal document management software.

Experience supporting deadline-sensitive workflows and maintaining organized records.