Patent Operations Administrative Assistant

Overview

A global intellectual property law firm is seeking a Patent Operations Administrative Assistant to join their fast-paced Practice Systems Department. The firm has a long history dating back to 1878 and employs over 400 attorneys and technology specialists across the U.S., Europe, and China. This is a 100% remote position with no expectation of regular in-office presence.

Responsibilities

• Manage daily intellectual property administrative workflows and tasks to ensure seamless practice continuity.
• Act as a liaison between the Practice Group Leader (PGL), the firm's practice systems, legal staff, and select administrative departments on multiple projects and programs.
• Represent the practice group professionally to internal and external clients, ensuring efficient and effective service.
• Handle all travel arrangements and resolve travel disruptions; organize, manage, and maintain meeting and event invitations; schedule visiting offices and conference rooms and maintain records.
• Process expense reimbursements, incoming and outgoing correspondence, telephone and email inquiries in a timely and appropriate manner.
• Assist with the monthly client billing cycle, including reviewing, editing, and processing proformas (pre-bills) according to firm policies and client billing guidelines.
• Prepare reports and compile data for inclusion in reports and presentations; perform research and prepare information for special projects as assigned.
• Develop and maintain systems to track deadlines, projects, time commitments, and task completion.
• Prioritize multiple projects simultaneously, anticipate the PGL's responsibilities, and follow through on issues promptly.
• Perform advanced and confidential administrative duties requiring familiarity with legal matters and firm policies.

Requirements

• Minimum of a High School Diploma or equivalent; Bachelor’s degree in business administration or related field preferred.
• At least 1 year of business-related or professional office administration experience, preferably in the legal industry.
• Strong proficiency with MS Office (Excel, OneNote, PowerPoint, Teams), Adobe Acrobat, and other relevant specialized software.
• Ability to navigate internet and intranet systems and use technical equipment appropriately.
• Excellent oral and written communication skills for internal and external interactions.
• Ability to manage multiple projects and priorities using firm-wide resources.
• Flexibility and adaptability to changing responsibilities and circumstances.
• Self-starter capable of working independently with minimal supervision and meeting deadlines.
• Strong interpersonal skills for communication via email, Zoom, telephone, and in person, with courtesy and tact.
• Proactive and forward-thinking with a clear understanding of support roles.
• Commitment to confidentiality and discretion in firm and client matters.
• Willingness to occasionally work beyond normal hours as needed.

Compensation & Benefits

• Competitive salary with discretionary bonus opportunities.
• Comprehensive medical and dental coverage.
• Generous paid time off.
• Tuition reimbursement.
• Award-winning retirement and profit sharing plans with employer contributions.
• Family-friendly benefits including back-up child care.
• Health and wellness initiatives.
• Positive workplace culture recognized with Outstanding Workplace designation in 2023 and 2024.

Estimated starting pay range:

• $59,000 - $74,000 per year across all geographic markets.
• Approximately $30.25 - $37.94 per hour in Minneapolis, Chicago, and Washington, D.C. (based on a 37.5-hour workweek).
• Approximately $32.41 - $40.65 per hour in Boston (based on a 35-hour workweek).

Location

• This is a fully remote position with no expectation of regular in-office presence.