Job Description

Position Summary

The IP Practice Group Coordinator provides comprehensive administrative and legal support to attorneys and paralegals within the Intellectual Property group. This role requires advanced technical skills, excellent attention to detail, and the ability to manage multiple priorities while maintaining confidentiality and professionalism. The position involves coordinating filings, managing documents, supporting billing and docketing processes, and serving as a key communication point between clients, attorneys, and internal teams.

Key Responsibilities

• Prepare, edit, and finalize legal correspondence, pleadings, discovery documents, and briefs.
• Manage filings with the USPTO, WIPO, and other global IP agencies, coordinating with foreign counsel as needed.
• Support trademark prosecution processes, including applications, renewals, maintenance filings, and TTAB submissions.
• Organize and maintain case files, electronic records, and docketing reminders to ensure all deadlines are met.
• Assist with client onboarding, conflict checks, and document management.
• Coordinate travel, appointments, and meeting schedules for assigned attorneys.
• Process expense reports and assist with billing, proofreading invoices for accuracy.
• Provide occasional overflow support to other attorneys or practice areas as needed.

Qualifications and Skills

• Minimum of five years’ experience as a legal secretary or coordinator, with a focus on intellectual property.
• Strong knowledge of USPTO procedures, including trademark filings, assignments, and maintenance.
• Experience preparing legal pleadings and familiarity with federal court filing procedures.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and document management systems such as iManage.
• High level of accuracy in proofreading and formatting documents, including tables of contents and authorities.
• Strong organizational and multitasking skills, with the ability to meet deadlines in a fast-paced environment.
• Professional communication skills for interacting with clients, attorneys, and staff with discretion and tact.
• Experience with time and billing systems (such as Aderant or similar platforms) preferred.

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