Patent Administrative Assistant

Foley Hoag seeks a Patent Administrative Assistant (PAA) to assist patent attorneys, patent agents and technology specialists in the preparation and filing of compliant U.S. patent prosecution documents. In addition to core patent administration responsibilities, this role serves as a trusted administrative assistant to the Managing Partner (“MP”) providing high-level support that enhances Partner effectiveness through proactive coordination, organization, and management of a wide range of administrative priorities. The successful candidate will possess extensive knowledge of U.S. patent prosecution procedures, including filing requirements from initial application through post-grant proceedings, as well as demonstrated experience with patent docket management. This position requires exceptional organizational skills, sound judgment, discretion in handling confidential matters, meticulous attention to detail, and the ability to anticipate needs and respond with a strong sense of urgency aligned with the assigned Partner’s priorities. Flexibility to work overtime as needed to meet business demands is required, along with the willingness to perform general administrative functions as necessary. This role is hybrid eligible, with on-site presence in our Boston office required at least two days per week. Specific on-site days will be determined by your Manager. Core working hours are Monday—Friday 9:00am—5:00pm ET. Responsibilities: Provide high-level calendar management to the MP and other assigned partners by responding to calendar inquiries, systematically creating and organizing appointments, resolving scheduling conflicts, coordinating complex in-person and virtual meetings, and streamlining workflow management to optimize time and prioritize commitments. Prepare briefing materials for meetings and events to ensure the MP and assigned partners are well-prepared and informed on necessary context and participants involved; assist the assigned partners by following up on tasks and/or action items resulting from meetings. Serve as a primary contact for the MP and assigned partners and respond to inquiries and routine questions; demonstrate sound judgment to accurately interpret directions and triage demands for the MP’s time in relation to overall priorities. Prepare the required filing documents for review and signature by assigned partners, carefully proofing each filing document before partner review. Review the dockets of your assigned partners, proactively preparing formality documents and ensuring they are timely filed. Manage U.S. and foreign client reporting workflows to ensure that client reporting is completed in a timely manner and enter related diary time. Liaise with other firm departments, functions and practice groups where necessary. Assist with virtual file upkeep and maintenance to ensure records are current and complete. Qualifications: At least 10 years of related U.S. patent filing experience. Prior docket management experience for a partner is required. Knowledge of patent-specific systems preferred. Relevant experience directly supporting executive leaders strongly preferred. Ability to compile information from diverse sources and interpret and anticipate next action steps or tasks. Capacity to organize and coordinate a demanding workload with impeccable attention to detail and the intellectual agility to navigate shifting priorities. Technically savvy and proficient in a broad suite of software tools, including Microsoft Office and Zoom. Compensation range is $88,200 to $110,300 commensurate with related experience and qualification. The salary of the candidate selected for this role will be set based on a variety of factors, including but not limited to internal equity, experience, specialty, and training. The above salary range (or hiring range) represents the firm's reasonable estimate of the range of possible compensation at the time of posting. Search firm submissions are not requested nor considered for this position. About Foley Hoag Founded in 1943, Foley Hoag has grown into an award-winning, international law firm that focuses on innovative industries and high-stakes litigation. From our offices in Boston, Washington DC, New York, Denver, and Paris, more than 300 lawyers and 300 professionals in business services exhibit authentic collegiality, genuine respect for each other, and the drive to deliver exceptional client service. Since our founding, Foley Hoag has been a leader and catalyst for change in the legal industry and beyond. We value the diversity of perspectives and experiences that enrich our work and our world and seek to hire the best lawyers and business services professionals, regardless of religions, race, gender, or any other factor. We strive every day to ensure everyone at Foley Hoag feels valued through career development, affinity groups, mentorship programs, culture and community-building events and more. We offer a competitive compensation and benefits package, and a connected, challenging, professional, and fun place for you to thrive in the next chapter of your career. Terms and Conditions | By submitting this application, I acknowledge receipt of and agree to the terms of Foley Hoag's Privacy Statement. I certify that answers given herein are true and complete to the best of my knowledge. In the event of employment, I understand that false or misleading information given in my application constitutes grounds for immediate termination. I hereby authorize Foley Hoag LLP to investigate the information on this application, my references, work record, education and other matters related to my suitability for employment. Furthermore, I understand that just as I am free to resign at any time, Foley Hoag LLP reserves the right to terminate my employment at any time and for any reason. I understand that no representative of Foley Hoag LLP has the authority to make assurances to the contrary. Foley Hoag LLP uses Greenhouse as a platform for our recruiting and hiring activities. Greenhouse may collect and use personal data that I provide, after anonymizing the data, to train their AI large language models. By applying to Foley Hoag LLP, I consent to Greenhouse’s use of my data in this manner. Accessibility | Foley Hoag is committed to affording equal access to job opportunities to qualified applicants with disabilities. Individuals with a disability who require accommodation or assistance in the job application process for a posted position may contact View email address on click.appcast.io. This information will be treated as confidential and used only for the purpose of determining an appropriate accommodation for the interview process. Foley Hoag LLP is an equal opportunity employer. This means that Foley Hoag LLP considers applicants for employment, and makes employment decisions without unlawful regard to sex, race, color, religion, citizenship, national origin, ancestry, sexual orientation, gender identity, age, marital or domestic partner/civil union status, military service, or veteran status, disability, and any other characteristic covered by applicable federal, state or local nondiscrimination laws. It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability. We do not pay search firm or agency fees when speculative and unsolicited candidate profiles are submitted. Please be advised that at this time we are not considering new agreements with search firms/agencies not currently on our preferred supplier list for Business Services Professionals recruitment.