IP Resource Assistant

About the Role

The IP Resource Assistant is responsible for providing administrative support to the IP Practice Group. This role offers a hybrid work schedule and the opportunity to contribute to a dynamic environment at Nixon Peabody LLP.

Key Responsibilities

• Provide administrative support to the IP Practice Group.
• Profile incoming emails and save them to appropriate electronic folders.
• Process invoices.
• Prepare and file documents with courts and the United States Patent and Trademark Office (USPTO).
• Perform other basic IP-related tasks.
• Prepare or assist with IP formalities and tasks, including assignments and preparing file folders, bates stamping.
• Assist with preparing documents related to IP prosecution and/or IP litigation matters.
• Review incoming email correspondence, identify the related client matter, and save electronically into the appropriate folder.
• Send reporting documents to clients (e.g., Office Actions, Notices of Recordation, Notices of Publication).
• Assist with various USPTO and IP litigation-related procedures (e.g., IDS, reexamination, IPR proceedings).
• Assist with research on various IP prosecution and/or litigation projects.
• Coordinate with New Business Intake for new matter openings and conflict checks.
• Process incoming vendor invoices and expense reports in Chrome River.
• Assist with the upkeep of prosecution folders within the firm's document management system.
• Work closely with other staff members to provide on-site administrative support to the IP team.
• Perform other duties as assigned.

Requirements & Tech Stack

• Willing to learn and navigate through the firm's IP systems (e.g., Pattsy Wave, Aderant, Chrome River, and NetDocuments).
• Working knowledge of windows-based software applications (e.g., Microsoft Office Suite).
• Ability to learn and effectively navigate through the USPTO's website.
• Ability to research patent and trademark prosecution rules and regulations, such as MPEP, TMEP, CFR, etc.

Qualifications

• 0-2 years of administrative or IP experience, preferably within a law firm or professional services environment.
• Bachelor's Degree preferred. Work experience in lieu of a degree will be considered.
• Excellent attention to detail and ability to research client matter to identify the appropriate folder to file documents in.
• Demonstrated interpersonal and communication skills, both verbal and written, with the ability to work with personnel at all levels.
• Ability to maintain confidentiality and discretion.
• Uses initiative to analyze and solve problems in standardized situations.
• Ability to work independently and to sort priorities with a minimum level of direct supervision.
• Demonstrated ability to work on multiple projects with various deadlines.
• Strong attention to detail and proofreading skills.