Legal Assistant (IP/Patent Law)
Overview:
We are seeking a highly skilled Executive Assistant to support a boutique law firm specializing in intellectual property and patent law. This role is critical in enabling attorneys to focus on high-value, billable work by taking ownership of administrative, docketing, and documentation processes.
The ideal candidate has prior experience supporting an intellectual property law firm and understands the patent filing process and lifecycle. This is a detail-intensive role requiring precision, discretion, and the ability to operate independently within structured systems.
Key Responsibilities:
- Docketing & Patent Support:
- Manage docketing and deadlines using AppColl
- Support patent prosecution processes (administrative/documentation-focused, not litigation)
- Prepare, review, and organize patent-related filings and documentation
- Pull and populate information from docketing systems into firm templates
- Administrative & Reporting:
- Handle incoming paperwork and ensure proper tracking, filing, and organization
- Prepare reports and maintain accurate records across matters
- Maintain consistency and accuracy across a high volume of documents
- Document Management & Client Coordination:
- Send and receive documents from clients in a timely and professional manner
- Utilize and manage a large library of firm templates (100+), ensuring proper use and accuracy
- Maintain organized document workflows across attorneys and matters
- Executive & Attorney Support:
- Provide direct support to the firm owner and three additional attorneys
- Assist in managing workflows to ensure attorneys remain focused on billable work
- Execute tasks with minimal back-and-forth by following established processes and systems
Qualifications:
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Prior experience as a remote IP/patent law Legal Assistant
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Strong understanding of intellectual property law and patent filing processes
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Experience with docketing systems; familiarity with AppColl is a strong plus
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High attention to detail and ability to manage deadline-driven work
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Proficiency in Microsoft Office tools
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Strong organizational and document management skills
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Ability to quickly learn and follow internal systems, templates, and workflows
What We’re Looking For:
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A highly competent, detail-oriented operator who can work independently
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Someone comfortable working within structured systems and high document volume
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A professional who can quickly get up to speed using the firm’s knowledge base and processes
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Strong judgment and reliability in handling sensitive legal documentation
Work Schedule:
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M-F, US Pacific – 8 hours per day
Salary: $8+ /hour
Other benefits:
- Health insurance reimbursement from the first day of engagement
- 6 Paid US holidays
- Paid time-off (2 days per quarter)*
- Birthday time-off*
*upon successful completion of the probationary period