Intellectual Property Administrative Assistant

Job Description

Job Description

We are looking for a detail-oriented Intellectual Property Administrative Assistant to support a legal team in Pittsburgh, Pennsylvania. This Contract position focuses on coordinating administrative activities tied to patent and trademark matters while helping attorneys stay organized and responsive. The ideal candidate will bring strong office support experience, sound judgment in handling time-sensitive communications, and the ability to work accurately in a fast-paced legal environment.

Responsibilities:
• Organize and maintain intellectual property records, ensuring patent and trademark documents are accurate, current, and easy to retrieve.
• Prepare and process administrative materials related to patent and trademark filings, correspondence, and supporting documentation.
• Coordinate attorneys’ schedules by managing calendars, appointments, and deadline tracking for assigned matters.
• Respond professionally to inquiries from clients, internal teams, and outside contacts, providing timely administrative support and follow-up.
• Monitor incoming and outgoing communications to help protect critical filing deadlines and keep legal workflows moving efficiently.
• Handle attorney time entry, assist with billing-related administrative tasks, and maintain accurate supporting records.
• Provide telephone coverage, receive inbound calls, and support front-office or receptionist-related duties as needed.
• Offer backup assistance to other legal support staff during peak periods, absences, or when additional coverage is required.• Prior experience in an administrative support role, preferably within a legal or administrative services environment.
• Working knowledge of patent and trademark documentation and administrative processes.
• Ability to manage calendars, deadlines, and detailed records with a high level of accuracy.
• Experience handling inbound calls, office coordination, and general administrative support tasks.
• Strong data entry skills with close attention to detail and consistency.
• Proficiency in timekeeping, billing support, and clear written correspondence.
• Effective communication skills and the ability to interact with attorneys, clients, and internal stakeholders in a courteous manner.