IP Legal Admin Assistant

A law firm is looking for an IP Legal Admin Assistant to join their team in New York, NY.

Compensation: $85-99k

Prefer knowledge in trademark and knowledge of Trademark Bills. However, they can teach litigation side.

Strong admin skills a must

This role is responsible for providing high level secretarial and administrative support to attorneys and other members of the practice group including the day-to-day administrative functions, including managing attorney calendars, maintaining department files, making travel arrangements, drafting client communications, and scheduling phone and video conferences.

Responsibilities

• Responsible for drafting engagement letters and submit to potential clients. Process new client/matter cases into the in-house database for conflict checks.
• Prepare, edit, proofread and maintain a variety of legal documents and files for attorney review (as needed). Draft and edit legal documents, run compares (redlines), Table of Authorities (TOAs) and Table of Contents (TOCs). Transcribe information from typed or handwritten notes, or dictation.
• Develop and maintain practice group annual budget and update as necessary.
• Receive clients and visitors; maintain good public relations with clients; observe confidentiality of attorney-client relationship
• Liaise with team members to ensure appropriate client filings and regulatory requirements are met (as required).
• Prepare, process and track check requests, reimbursements requests, invoices, for attorneys and practice group.
• Coordinate all aspects of attorneys travel arrangements and prepare travel itineraries; monitor and process travel reimbursement in a timely manner; maintain Outlook calendar and monitor crucial due dates for attorneys as required.
• Maintain all client and general files and assume responsibility for all phases of document control. Handle inbound and outbound internal client communications and proactively ensure that all deadlines are met.
• Assist with the preparation, creation and proofreading of PowerPoint slides/presentations and other materials as requested.
• Prepare documents for scanning, filing, faxing, emailing or mailing, preparing envelopes, labels, FedEx/UPS forms, fax cover sheets or messages slips as required.
• Maintain client lists, contact list and other electronic databases.
• Answer multiple phone lines, route calls to appropriate individuals.
• Assist with meeting planning coordination and support, including internal and external meetings, booking conference rooms in other offices and arranging catering for client meetings
• Process and post attorneys' time entries and assist with client billing; prepare draft bills; review and edit pre-bills; and liaise with finance on billing and collections.
• Coverage for legal administrative absences and assistance with overflow work as needed.
• Perform any and all other duties as necessary for the efficient functioning to support the various attorneys.
• Perform legal research, special projects and/or assignments as required.
  
  

Qualifications

• Bachelor's degree and 3-7 years of equivalent work experience required. Trademark experience a plus.
• Strong computer skills, including working knowledge of Microsoft Word, Teams, Excel, and PowerPoint, are required.
• Experience with document management, time management, and invoicing systems is required. Prior experience with CMS/Aderant, including components of that platform such as Pre-View Biller and Expert Time, Chrome River, and NetDocs a plus.
• Must have exceptional written and verbal communication skills.
• Working knowledge and experience providing a wide-ranging administrative support to multiple team members, including remote attorneys.
• Ability to prepare an accurate and highly detailed work product. Excellent editing and proofreading skills required.
• Ability to work independently and take initiative in a team environment and able to handle and prioritize overlapping and conflicting work assignments.
• General knowledge of firm accounting practices primarily related to attorney's time entries and client billing. Aderant Expert experience preferred.
• Ability to exercise critical thinking, problem solving and judgment.
• Ability to respond to competing demands with flexibility and adaptability.
• Ability to work in a team environment with both attorneys and other colleagues.
• Detail oriented with the ability handle multiple projects simultaneously and meet deadlines.
• Ability to maintain confidentiality at all times and properly handle sensitive information according to the guidelines set by the practice group.
• Flexibility to work overtime when required.
  
  

The salary range displayed is specifically for those potential hires who will work or reside in New York City if selected for the role. Any offered salary is determined based on internal equity, internal salary ranges, market data/ranges, applicant's skills and prior relevant experience, certain degrees, and certifications (e.g., JD/technology) for example.