IP Administrative Support Assistant

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IP Administrative Support Assistant
Duties: Conduct conflict checks for new clients and request multiple New Client New Matter Memos daily for each new patent/trademark application within the IP practice. Save incoming/outgoing emails with clients and foreign counsel into the proper matter in the Firm document management system utilizing standardized IP naming conventions. Print and file documents and emails/correspondence into paper files for timekeepers; request labels for and create new paper files in conjunction with Records department. Prepare printed materials for Attorneys such as patent/trademark file histories from U.S. Patent and Trademark Office, binders containing patent opinions and exhibits Facilitate attorney approvals for all vendor and foreign associate invoices, including sending approved invoices to Accounting for payment. Work with Attorneys and IP Assistants to provide instructions to clear the IP docket daily via CPI docketing software. Complete administrative tasks such as attorney time entry and print and document formatting jobs as requested. Complete timekeeper travel arrangements and associated reimbursement or check requests. Proofread agreements and patents for grammatical errors and comparison; outsource patents for proofreading by a service vendor for clients upon request. Prepare basic patent and trademark reporting letters, including mailing of original documents and certificates; draft reminders to clients regarding upcoming deadlines. Learn and complete research of portfolios on patent and trademark office websites both U.S. and abroad when necessary. Finalize and mail client invoices using template billing letters. Occasional review and audit of outgoing file transfers. Work with IP Assistants team to assist in other daily overflow needs of a busy IP practice.

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