IP Legal Administrative Assistant

United States·Chicagofull-timemid

OtherLegal Administrative Assistant

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Quick Summary

Key Responsibilities

Prepare correspondence, memoranda, and other legal documents from primarily written, and occasionally oral, drafts. Draft standard correspondence and other routine documents.

Requirements Summary

Availability to work core business hours of 8:30 a.m. to 5:00 p.m., with flexibility to work occasional overtime as needed.

Technical Tools

OtherLegal Administrative Assistant

Responsibilities

~1 min read

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Prepare correspondence, memoranda, and other legal documents from primarily written, and occasionally oral, drafts.
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Draft standard correspondence and other routine documents.
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Prepare and upload patent documents for filing through the USPTO website.
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Update the patent docketing system to reflect actions taken.
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Review and prioritize incoming patent mail and determine required action.
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Maintain and update the document management system and physical files for client and patent office correspondence.
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Establish and maintain calendars and deadline reminder systems, including use of the master calendar.
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Open new files, request conflict checks, and maintain client and general files.
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Conduct periodic file reviews for potential storage, prepare files for closing, and assist with records management.
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Manage attorney calendars, meeting preparation, and scheduling, including conference calls.
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Coordinate travel arrangements.
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Assist with new business intake, including conflict checks.
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Enter and finalize attorney time entries.
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Work with accounting staff to support attorney billing.
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Manage expense reimbursements.
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Respond to phone and email inquiries.
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Perform other duties as assigned.

Requirements

~1 min read

Availability to work core business hours of 8:30 a.m. to 5:00 p.m., with flexibility to work occasional overtime as needed.
Minimum of 5 years of experience as a legal administrative assistant in a law firm setting.
At least 2 years of experience supporting patent and trademark attorneys preferred.
Strong organizational skills and ability to manage multiple priorities effectively.
Advanced proficiency in Microsoft Office Suite.
Minimum typing speed of 60+ words per minute.
Familiarity with relevant legal and firm software is a plus, including Intapp Time, Linear, Emburse Enterprise, Adobe Pro, iManage, and Workshare Compare.
High school diploma required.

Barnes & Thornburg is committed to equal employment opportunity in both principle and as a matter of policy. We will recruit, hire, train, promote, compensate and provide benefits to all applicants and employees without regard to ancestry, sex, race, color, ethnicity, national origin, gender, age, religion, religious creed, mental and/or physical disability, medical condition, military and/or veteran’s status, genetic information, marital status, sexual orientation, gender identity and/or expression, or any other basis protected by applicable federal, state and local laws. This policy applies to all recruiting, hiring, promotions, upgrades, layoffs, compensation, benefits, terminations and all other privileges, terms and conditions of employment. The firm complies fully with all federal, state and local equal employment opportunity laws.