Legal Secretary, Intellectual Property

Baker Botts, a full-service, leading international law firm recognized for our understanding of the industries we serve, is seeking an experienced Legal Secretary for its Intellectual Property group. Under general supervision from Secretary Services Manager, the Legal Secretary, Intellectual Property, provides full administrative and document processing support to assigned group of attorneys and/or paralegals. This is a full-time, non-exempt position resident in the Houston Office with excellent benefits.

Essential Duties and Responsibilities: 

• Provides confidential administrative support to assignments, performing secretarial tasks of a confidential nature including, but not limited to, composing, editing or preparing documents and correspondence; this may require spending long periods of time at computer workstation. 


• Reviews and revises monthly proformas; prepares correspondence for each and submits revised proformas and drafts letters to lawyer for approval; submits to accounting department for final invoices; mails/emails specific invoices to clients.


• Format patent prosecution documents including amendments, petitions, restriction requirements, advisory actions, notice of incomplete documents, information disclosure statements, response to notice to file missing arts and certificate of corrections, provisional and non-provisional (Utility), draft responses to office actions.


• Establishes, maintains, processes, and/or oversees files, correspondence, databases, records, certificates, and/or other documents.


• Prepares documents and correspondence requiring knowledge of legal terminology and document formats, such as patent applications, Information Disclosure Statements, Response to Missing Parts, Amendments and other miscellaneous Patent Office responses.


• Request for Continued Examinations, Notice of Allowances and payment of Issued Fees. Ensure maintenance fees and annuity renewals are paid.


• Monitor and update prosecution deadlines.


• Review incoming USPTO correspondence and report to clients.


• Investigate prosecution-related issues in PAIR.


• Schedules appointments and performs other tasks related to maintaining assignments’ calendars; schedules and coordinates meetings and conferences, including extensive travel, lodging, transportation, and meal arrangements.


• Coordinates outsourced copy jobs. Provides photocopying and/or scanning of correspondence, documents and other printed materials. May require lifting and carrying file folders without assistance.


• Handles in-coming correspondence (including gathering and/or preparing needed materials for lawyer’s review of same in timely fashion), as well as out-going correspondence, including mail, emails to clients, faxes, hand deliveries, FedEx’s, etc.


• Drafts, edits and disseminates information through presentations, charts, graphs, diagrams, spreadsheets, letters, email, mail, memos, itineraries, etc.


• Answers telephones and delivers accurate and timely messages.


• Inputs attorney time as needed utilizing the Firm’s time entry software on a daily basis.


• Interacts with clients, vendors, attorneys and staff to maintain good relations.


• Maintains workstation and surrounding area which may require lifting, squatting, kneeling, or bending.


• Closes files per lawyer requests in Firm software, currently NBI. This may require lifting file bank boxes containing client files.


• Reconciles and submits travel, client development, and client expenses for reimbursement through Chrome River and reconciles AMEX statements for all assignments.


• Other projects as assigned by Secretarial Services Manager, Partner in Charge and Office Administrator.

Qualifications:  

• High School Diploma required; some college and/or PLS Certification desirable.


• Minimum of five (5) years’ work experience in a law firm environment, or related professional experience.


• Knowledge of legal terminology and USPTO system and rules for filings and correspondence.


• Knowledge of electronic client invoicing.


• Ability to gather data, compile information and prepare reports.


• Strong organizational and records management skills.


• Ability to communicate effectively and with tact and diplomacy, both orally and in writing.


• Ability to maintain confidentiality of all information.


• Strong interpersonal skills and the ability to work effectively with a wide range of constituencies in a diverse community.


• Advanced computer and software application skills.


• Ability to organize and prioritize numerous tasks and complete them under time restraints.


• Strong knowledge of Microsoft Office Suite, including MSWord, Outlook, Excel, PowerPoint, etc.


• Working knowledge of New Business Intake, LegalKey, InterAction, Intapp Time and Aderant software.


• Knowledge of Chrome River and Agilquest software.


• Ability to learn and use databases.


• Ability to work effectively with a wide range of individuals.


• Ability to multi-task and work well under time constraints.


• Ability to work well independently and in a team environment.


• Ability to proofread materials for contextual, grammatical, typographical or spelling errors.


• Must have strong organizational, decision-making skills and problem-solving skills.


• Must be reliable, a self-starter and have a professional demeanor.


• Read, write and speak English at the college level.

Physical Demands

• Moderate physical activity


• Must be able to work at a computer for considerable periods of time.


• Must be able to routinely lift and carry file folders weighing up to 20 pounds.


• Position requires extensive telephone use.


• Must be able to staple and collate repetitively.


• Must be able to lift, squat, kneel and bend.

Working Condition and Environment

• Work is normally performed in a typical interior/office work environment.


• This position is a full-time position requiring a 5-day work week and standard hours as outlined in the firm policy manual. Additional hours will be required when necessary to meet established deadlines or stay current with occasional peaks in workload.


• Must be available to work overtime, including weekend hours, when necessary to meet established deadlines or stay current with occasional peaks in workload. Must be willing to change regular work schedule to meet the needs of the Firm.


• Must be able to perform essential duties of the position with time constraints and frequent interruptions. 


• Ability to work well in high pressure environments.


• This role may be hybrid and will require a minimum of four days per week (or at least 80%) present in the office, and up to one day per week (20%) may be performed remotely.

Baker Botts is committed to cultivating a culture where our attorneys and staff thrive professionally and personally. We are proud to offer a comprehensive  benefits program designed to support and enhance the overall wellbeing of our employees and their families.

Baker Botts L.L.P. is an equal opportunity employer and considers all qualified applicants for employment without regard to race, color, gender, sex, age, religion, creed, national origin, citizenship, marital status, sexual orientation, disability, medical condition, military and veteran status, gender identity or expression, genetic information or any other basis protected by federal, state or local law.