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IP Executive Assistant – Patent Prosecution

  • Location: Boston, Massachusetts
  • Type: Direct Hire
  • Job #174

Executive Assistant – Intellectual Property / Patent Prosecution (Remote to start)

Location: Boston, MA (Financial District) 

The Organization: Large U.S. Based Multinational Law Firm

Salary & Benefits: Base salary up to 85K; Generous paid overtime and bonus; Medical, Dental and Vision Coverage; Transit Program; generous Paid Time Off; 401K w/match; Life Insurance; exceptional culture.

Summary: Seeking an administrative assistant to support a busy Global IP practice. Candidate must be willing to work independently in a fast-paced, corporate environment. Well-paid overtime can be anticipated.

Key Responsibilities:

  • Manage internal and external communication with clients, attorneys and IP Department globally; maintain contact information for all clients in marketing database
  • Serve as a gatekeeper for attorneys by obtaining and responding to client requests
  • Answer incoming phone calls, direct calls to appropriate parties and take pertent notes for attorneys; organize and coordinate video and tele-conferences  
  • Oversee partner calendar; including scheduling adjustments 
  • Draft, proofread and oversee communication and correspondence, written and electronic
  • Maintain client files in an organized fashion; communicate with clients on outstanding matters and providing necessary information and materials to client at any given time
  • Use word-processing functions for document preparation, including TOC’s / TOA’s and formatting according to USPTO and firm policies 
  • Oversee client billing for attorneys and manage invoicing cover letters for attorneys; liaise with billing department, attorneys and clients in regarding to billing detailed billing matters 
  • Review monthly Credit Card expenses; process and review administrative and personal charges via electronic program
  • Oversee and audit partner time and record time for billing purposes
  • Maintain IP filing system; utilize iManage document management system for easy organizing and retrieval of pertinent case information
  • Manage incoming e-mail and physical mail correspondence; send to appropriate parties as needed
  • Coordinate international and domestic travel and car service; manage expenses via Concur
  • Draft IP Matter Reports; track and update matters in database


  • 2+ years IP Assistant experience in Trademark Prosecution required
  • Knowledge of USPTO and TTAB rules preferred
  • Familiarity with international filing procedures, drafting correspondence, and conducting due diligence reviews of intellectual property

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