Legal Administrative Assistant (IP)

This non-exempt position performs full legal administrative duties for attorneys and patent agents under minimal supervision. This position requires the individual to perform with a high degree of independent judgment and discretion. Requires a thorough knowledge of organizational procedures and precedents.

Essential Duties

Perform administrative functions associated with firm administrative tasks, including processing new client/matter requests, client bills, time reports and expense reports.Takes dictation and transcribes, composes correspondence for client-related matters.Performs word processing of drafts, revisions and final documents for client-related matters, including correspondence, memoranda, bills, timesheets and project work, as needed. This includes proofreading and redlining work for accuracy - copy, format, etc.Preparation of prosecution filings for review and approval by attorneys/agents (including preparation of IDSs, terminal disclaimers, restriction requirements, shell amendments, etc.)Handles filing of all Foreign/U.S. applications through PCT Easy/EFS Web and keeping up with upgrades relating to electronic filing systems.Monitors client files and deadlines in PAIR and Pattsy Wave.Preparation and filing of assignment recordation on-line with the USPTO.Calculates filing cost estimates.Copies, distributes, sends (electronically and/or via mail, courier or express service), files and otherwise handles completed work.Coordinates travel arrangements.Maintains physical and electronic files, contacts, and maintains dockets of cases for attorney.Coordinates meetings and appointments, and properly receives clients/guests, as requested; keeps appointment calendar for attorney (including hearings, court appearances and other commitments).Handles incoming and outgoing mail.

Other Duties

Provides legal administrative assistance to summer associates, visiting attorneys and attorneys whose legal administrative assistants are absent. Performs other related duties as needed or assigned.

Reporting RelationshipThe legal administrative assistant reports directly to the Office Administrator, and indirectly to assigned attorneys.Qualifications

Knowledge/Experience

At least three to five years of experience with patent prosecution work and a strong working knowledge of U.S. Patent and Trademark rules, processes and procedures.  The secretary should possess working knowledge of general office procedures, as well as, strong familiarity with legal terminology related to Intellectual Property (IP).  Must be knowledgeable in the following IP related technologies or similar technologies:  PCT Easy, EFS Web, PAIR, Pattsy Wave, PatentHunter, CIP - Patent Annuity Service, USPTO, WIPO and Espace.net websites.

Working knowledge and experience with the Firm’s technology and applications strongly preferred (NetDocuments; Chrome River; Intapp).  Prior experience with handling expense reports, client bills, multi-line phones and conflict-checking forms, as well as working with Interaction, or another CRM database, is strongly preferred. Prior experience supporting more than one attorney is required.

Skills

The legal administrative assistant must possess advanced word processing/computer skills utilizing a variety of software programs including, but not limited to, MS Word, Excel, Outlook and PowerPoint. The individual must possess excellent written and verbal communication skills, including grammar, spelling and punctuation. Strong phone etiquette, attention to detail and follow through skills are required.  Must be knowledgeable with legal filing and record-keeping practices as relevant to IP. Must be highly organized and able to successfully multi-task and meet set deadlines. Strong customer service skills, ability to be flexible and work effectively as part of a team is required.

Education

The legal administrative assistant should possess a high school diploma.  Two years of college or equivalent preferred but not required.Physical DemandsMust be able to move around the office up to 15% of the time to make copies, file, etc. Remains stationary at least 85% of the time. This position operates computers and other office productivity machines (e.g., copier, printer, etc.) on a regular basis. Occasionally required to move documents or files weighing up to 15 lbs. This position requires constant communication and exchange of information with the firm attorneys, clients and staff. This position must be able to inspect and observe information on a computer screen at least 80% of the time.Working ConditionsOffice environment. Overtime required.

At Haynes and Boone, our people are the driving force behind our success. Because we value the role every individual plays in how we deliver exceptional legal services, we hire people who will contribute to our professional reputation, enhance client relationships and share in our success.

Haynes and Boone has been doing business in Houston for more than 30 years – consistently providing value to our clients in the local community, the U.S., and internationally. Our lawyers help major corporate clients grow and thrive in this energetic city, which has major connections to Latin America, Europe and Asia. Our Houston office focuses on energy, private equity, technology, real estate, intellectual property, environmental, business litigation, appeals, bankruptcy and restructuring, labor and employment, employee benefits and executive compensation, finance, tax, securities, mergers and acquisitions, and public and international law. We believe our people are the driving force behind our success in Houston. Because we value the role every individual plays in delivering exceptional legal services, we hire people who will contribute to our professional reputation, enhance client relationships and share in our success. We are committed to having an inclusive workforce that reflects our communities, and we seek highly motivated lawyers and staff who value our culture of respect and teamwork.