Intellectual Property Specialist

Patent Specialist

Initial 6mth contract (potentials of extension)

Hybrid - Carlsbad, CA (3days/wk)

The Patent Specialist will be reporting to the Assistant Director of Patent Administration, providing

specialist-level patent operations support to the patents team for the duration of the engagement. The role focuses on patent docketing and formalities and serves as overflow and backup capacity for existing team members to ensure continuity across a global IP portfolio. The position also provides administrative and executive support to the patent attorneys on a secondary basis.

The ideal candidate brings strong patent administration experience, excellent organizational skills, and the ability to step into established workflows quickly within a pharmaceutical, biotechnology, or similar technical environment.

Essential Duties and Responsibilities

Patent Specialist (Primary)

• Accurately docket U.S. and foreign patent matters, including prosecution deadlines, maintenance fees, annuities, and formalities.
• Update dockets based on docket meeting & allowance meeting notes.
• Monitor Daily Docket reports.
• Timely review and processing of incoming correspondence from outside counsel, foreign associates, the USPTO, and other patent offices to ensure that all deadlines are properly captured.
• Save and organize incoming correspondence in appropriate systems and records.
• Support U.S. and international patent filings (including PCT and national phase) in collaboration with in-house and outside counsel, ensuring timely, accurate, and complete submissions.
• Provide overflow and backup support to existing team members across docketing, formalities, and related patent operations to maintain continuity during peak periods and absences.
• Courier coordination support.
• Support publication clearance activities as assigned.

Administrative / Executive Support (Secondary) As Needed

• Coordinate and book travel for patent attorneys.
• Prepare and submit expense reports for patent attorneys.
• Provide calendar management and scheduling support for patent attorneys.
• Plan and coordinate team events, on-sites, and lunches, including with vendors.
• Other administrative and patent operations duties as assigned.

Required Qualifications

• High School or GED equivalent and minimum 5 years of experience in patent docketing, patent prosecution support, and/or patent operations, including experience with IP management systems.
• Knowledge of patent filing and administrative processes with the USPTO.
• Ability to manage multiple deadlines and maintain highly accurate records.
• Ability to step into established workflows quickly with minimal ramp time.
• Proficiency with Microsoft Office and SharePoint.
• Strong written and verbal communication skills.
• Ability to work collaboratively with attorneys, agents, outside counsel, and cross-functional stakeholders.

Preferred Qualifications

• Prior pharmaceutical or biotechnology industry experience.
• Familiarity with patent formalities, assignments, and annuities.
• Experience with Foundation IP.
• Prior experience providing administrative or executive support.