I.P./Patent Prosecution Legal Secretary

Baker Botts, a full-service, leading international law firm, is seeking an IP Legal Secretary. The role involves providing administrative support to patent attorneys, preparing legal documents, managing calendars, and coordinating meetings and travel arrangements.

Responsibilities

• Prepares documents and correspondence requiring knowledge of legal terminology and document formats associated with U.S. patent prosecution
• Provides confidential administrative support to assignments, performing secretarial tasks of a confidential nature including, but not limited to, composing or preparing documents and correspondence; this may require spending long periods of time at computer workstation
• 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
• Coordinates with accounting department in the preparation of invoices for services rendered and reconciliation thereof
• 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
• Reconciles and submits travel, client development and client expenses for reimbursement through ChromeRiver and reconciles AMEX statements for all assignments
• Other miscellaneous job-related duties as assigned

Skills

• Prepares documents and correspondence requiring knowledge of legal terminology and document formats associated with U.S. patent prosecution
• Provides confidential administrative support to assignments, performing secretarial tasks of a confidential nature including, but not limited to, composing or preparing documents and correspondence; this may require spending long periods of time at computer workstation
• 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
• Coordinates with accounting department in the preparation of invoices for services rendered and reconciliation thereof
• 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
• Reconciles and submits travel, client development and client expenses for reimbursement through ChromeRiver and reconciles AMEX statements for all assignments
• Other miscellaneous job-related duties as assigned
• Strong proficiency in Microsoft Office Suite, especially in MS Word, Outlook, Excel, and PowerPoint
• Ability to communicate effectively, both orally and in writing
• Ability to learn and use databases
• Ability to work effectively with a wide range of individuals
• Ability to multi-task and work well under time constraints
• Ability to work well independently and in a team environment
• Ability to proofread materials for contextual, grammatical, typographical or spelling errors
• Must have strong organizational, decision-making skills and problem-solving skills
• Must be reliable, a self-starter and have a professional demeanor
• Moderate physical activity and must be able to work at a computer for considerable periods of time
• Must be able to routinely lift and carry file folders weighing up to 20 pounds
• Must be able to lift, squat, kneel and bend
• This is a full-time hybrid position that will require three days per week (or at least 60%) present in the office, and up to two days per week (40%) may be performed remotely
• Work frequently requires more than the regularly scheduled hours per week to perform the essential duties of the position
• Must be available to work overtime, including weekend hours, when necessary to meet established deadlines or stay current with occasional peaks in workload
• Must be able to perform essential duties of the position with time constraints and frequent interruptions
• Ability to work well in high pressure environments
• Bachelors' Degree preferred but not required
• Work experience in a law firm environment, or related professional experience is a plus, but not a requirement
• Working knowledge of New Business Intake, Copitrak, InterAction, Intapp, and iManage is a plus, but not a requirement

Benefits

• Excellent benefits

Company Overview

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