Legal Administrative Assistant Intellectual Property IP

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Legal Administrative Assistant IP Job Details:

Snell & Wilmer, one of the largest and most prestigious law firms in the Western United States, is seeking a Legal Administrative Assistant within the Intellectual Property (IP) in our Phoenix office.  You will provide comprehensive administrative and organizational support to attorneys, patent agents, and paralegals in an intellectual property law practice. This role involves managing the workflow of IP-related documentation, ensuring deadlines are met, and maintaining client communication while upholding the highest standards of confidentiality and professionalism.

The hours are Monday through Friday from 8:30 a.m. to 5:00 p.m.;  once fully trained, you may have the option to work remotely one day a week with flexibly to adjust based on business needs.

Responsibilities will include, but are not limited to the following:

• Document Management:
  • Prepare, proofread, and format IP-related documents, including patent and trademark applications, responses to office actions, and licensing agreements.
  • File patent and trademark applications with the United States Patent and Trademark Office (USPTO) and foreign IP offices as needed.
  • Maintain and organize case files and ensure all documents are stored securely.
• Calendar and Deadline Management:
  • Monitor and manage critical deadlines, such as filing and renewal dates for patents and trademarks.
  • Coordinate attorney schedules, meetings, and travel arrangements.
• Communication:
  • Serve as a point of contact between attorneys, clients, and external agencies.
  • Draft and manage correspondence, including emails, letters, and memos related to IP matters.
• Administrative Support:
  • Process billing and time entries, ensuring accuracy and compliance with firm policies.
  • Assist in preparing presentations or materials for client meetings.
  • Handle incoming and outgoing mail related to IP matters.
• Research and Compliance:
  • Conduct preliminary research on patents, trademarks, and other intellectual property as requested.
  • Ensure compliance with legal procedures and deadlines for IP filings, renewals, and disputes.
• Technology and Database Management:
  • Use IP docketing software to track and manage IP portfolios.
  • Update and maintain client and matter information in the firm's database.

Experience and Qualifications:

• Experience: At least 4 years of administrative experience in a law firm or legal department, with IP experience.
• Familiarity with USPTO systems, PCT filings, and foreign IP processes is a plus.
• Skills & Abilities:
  • Strong organizational and time-management skills.
  • Attention to detail and accuracy.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with IP docketing systems.
  • Excellent verbal and written communication skills.
  • Ability to handle multiple tasks and prioritize in a fast-paced environment.

Snell & Wilmer offers a competitive performance-based compensation and a generous benefits package starting on your first day. The benefits package includes medical, dental, vision, disability, life insurance, 401K/profit sharing, paid holidays, tuition reimbursement and paid time off including vacation time, personal time, and sick time where appropriate.  Snell & Wilmer values the principles of Diversity, Inclusion, and Belonging.

Snell & Wilmer is an Equal Employment Opportunity employer.