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 role is fully remote 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 position is 100% remote with no expectation of regular in-office presence.