Legal Secretary - (IP) Intellectual Property

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Job description

Our client in the Downtown Houston Texas area is seeking a full-time, talented Legal Secretary with 4+ years' of experience (preferably in Intellectual Property ) to join their growing team. This position provides confidential administrative support to assignments, performing secretarial tasks of a confidential nature including, but not limited to, composing or preparing documents and correspondence that requires knowledge of legal terminology and using advanced formatting skills. The position offers competitive pay and benefits, 401K, and PTO! This is a great Firm to make a home and grow with the firm. Great firm culture. This position provides full administrative and document processing support to assigned group of attorneys and/or paralegals. This position will be Hybrid after the initial training period.

Duties Include:

• Format patent prosecution documents including amendments, petitions, restriction requirements, advisory actions, notice of incomplete documents, information disclosure statements, response to notice to file missing arts and certificate of corrections, provisional and non-provisional (Utility), draft responses to office actions.
• Prepares documents and correspondence requiring knowledge of legal terminology and document formats, such as patent applications, Information Disclosure Statements, Response to Missing Parts, Amendments and other miscellaneous Patent Office responses.
• Schedules appointments and performs other tasks related to maintaining assignments' calendars; schedules and coordinates meetings and conferences, including extensive travel, lodging, transportation, and meal arrangements.
• Provides confidential administrative support to assignments, performing secretarial tasks of a confidential nature including, but not limited to, composing, editing or preparing documents and correspondence.
• Reviews and revises monthly proformas; prepares correspondence for each and submits revised proformas and drafts letters to lawyer for approval; submits to accounting department for final invoices; mails/emails specific invoices to clients.
• Establishes, maintains, processes, and/or oversees files, correspondence, databases, records, certificates, and/or other documents.
• Request for Continued Examinations, Notice of Allowances and payment of Issued Fees. Ensure maintenance fees and annuity renewals are paid.
• Monitor and update prosecution deadlines.
• Review incoming USPTO correspondence and report to clients.
• Investigate prosecution-related issues in PAIR.
• Inputs attorney time as needed utilizing the Firm's time entry software on a daily basis.
• Keeping track of the attorneys time records and billing
• Coordinates outsourced copy jobs. Provides photocopying and/or scanning of correspondence, documents and other printed materials. May require lifting and carrying file folders without assistance.
• Handles in-coming correspondence (including gathering and/or preparing needed materials for lawyer's review of same in timely fashion), as well as out-going correspondence, including mail, emails to clients, faxes, hand deliveries, FedEx's, etc.
• Drafts, edits and disseminates information through presentations, charts, graphs, diagrams, spreadsheets, letters, email, mail, memos, itineraries, etc.
• Answers telephones and delivers accurate and timely messages.
• Interacts with clients, vendors, attorneys and staff to maintain good relations.
• Closes files per lawyer requests in Firm software.
• Reconciles and submits travel, client development, and client expenses for reimbursement through Chrome River and reconciles AMEX statements for all assignments.

Qualifications:

• 4+ years of Litigation Legal Secretary experience preferably in Intellectual Property
• Must be highly organized and efficient, have a knack for problem solving, independent-thinking and be a self-starter who takes initiative.
• Must be a team-player and have a pleasant personality. Must be able to get along well with others.
• Knowledge of legal terminology and USPTO system and rules for filings and correspondence.
• Knowledge of legal terminology and procedures.
• Demonstrate proficiency in Word, Excel, PowerPoint (and Chrome River & Agilquest software, if possible)
• Demonstrate proficiency in data management software

Compensation and benefits for this position are very competitive. Compensation in this position can reach up to $84k + bonus for the ideal individual. Do not let this unique opportunity pass by. If you are interested in learning more about this role, e-mail your resume directly to This search is priority to our client and they ready to interview. Our client is only looking at individuals within daily commuting distance to the Downtown Houston Texas area. This position will become hybrid after the initial training period is completed (60-90days).

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