Hybrid Trademark- Admin Specialist at UnitedLex

UnitedLex is seeking a highly organized and detail-oriented Trademark Specialist to join our internal Trademark Team, which supports a fortune 500 company headquartered in the US.  This role is pivotal in managing trademark docketing, documentation formalities, and supporting the overall operations of the Trademark Team. The ideal candidate will have a strong background in legal matter management, legal formalities, and possess excellent organizational and communication skills. This position will primarily be Work from Office (WFO) given the nature of business and the client driven security policies and requirements. Work hours would be generally 8am to 5pm with weekends off. We welcome applicants from the Dearborn, MI and commutable area. 

Responsibilities:

File-Keeping and Docketing Management: While the person will NOT be responsible for the day-to-day docketing, he/she will be responsible for the following in relation to docketing: 

• Oversee and manage day-to-day interactions with outside trademark docketing vendor, field questions, solve problems, liaise with  IT personnel and Anaqua reps
• Updates Trademark Docketing Playbook as needed
• Responsible for managing TM Registration and Renewal Certificates including (a) the physical copies stored at Headquarters, and (b) ensuring that physical certificates received are scanned and input into the Anaqua system, (c) pulling certificates if there are requests from outside counsel for originals.
• Docketing special projects (data clean up, portfolio reviews, etc.)

Reporting

• Weekly Trademark Docket Reports
• Annual Trademark Renewal and Maintenance Reports
• Quarterly TM Metrics Reports for FGTL Reporting
• Ad-Hoc Anaqua Report Requests Such As
  • Matter-Specific Portfolio Reviews and Reporting
  • Pulling Reports for Generating TM Schedules for Agreements

Formalities

• Maintains tracker of all documentation requests (signatures, POAs, affidavits, etc.) from Trademark Counsel
• Support Agreement execution (notarization, legalization, apostille as necessary) in DocuSign and/or paper copies
• Support Power of attorney review and execution (notarization, legalization, apostille as necessary) in DocuSign and/or paper copies
• Active notary status in Michigan preferred.
• Must be familiar with DocuSign and with FedEx systems ship and have experience working outside of the US on documentation formalities such as legalization and apostille.

TM Team Operations

• Manages Team Shared Documents, Folders, etc.
• Supports Maintaining Up to Date Trademark Team Operations Playbook
• Responsible for the team email inboxes.
• Responsible for distributing clearance requests for the team and opening Search Records in Anaqua
• Maintain agendas for team meetings and minutes/notes for follow up actions
• Support engagement of new and existing outside counsel – Engagement Letters, Budgets, Anaqua Codes, Supplier Set Up, etc.
• Support event planning for Outside Counsel Meetings at International Trademark Association Annual Meeting(1-2x per year)
• Other ad-hoc administrative support to TM Team

Other Administrative Support for Trademark Group As Needed

Qualifications

• 2-5 years of relevant experience in legal matter management and legal formalities
• Experience working on documentation formalities such as legalization and apostille for jurisdictions outside the US is preferred
• Active Michigan Notary Public status preferred
• Familiarity with Anaqua systems preferred
• Familiarity with DocuSign and FedEx systems
• Ability to work as part of a team as well as independently
• Strong organizational skills, including organizing and maintaining physical and electronic legal files.
• Ability to take ownership and responsibility for tasks, such as following up with status updates, and being able to ask questions
• Ability to complete tasks in a timely manner
• Ability to communicate clearly and concisely, both orally and in writing
• Strong attention to detail
• Advanced skills in Microsoft Office suite such as drafting correspondence in Microsoft Word; proficiency in Excel and PowerPoint a plus
• Proficiency in SharePoint a plus
• Previous trademark-specific administrative experience preferred but not required

About Us 

UnitedLex is a data and professional services company delivering outcomes that create value and competitive advantage for legal and the business. Our business is anchored by a passion for innovation brought to life by a global community of diverse individuals determined to deliver on the promise of data mastery, legal acumen, and human ingenuity. 

Join Our Team! 

True to our founding goals, we overwhelmingly hire with a “Remote First” philosophy, maintaining the infrastructure to foster the success of remote employees no matter their location.  

UnitedLex believes in a healthy work-life balance and is committed to creating a flexible, results-based environment. In addition to our core benefits (medical, dental, and vision), we offer generous time off policies, 401(k) and Roth 401(k) options including company match, paid parental leave, company-paid short- and long-term disability, company-paid life insurance, as well as an EAP plan that covers employees and household members. Our suite of employee-friendly benefits is evolving annually to meet the needs of our flexible workforce.  

Salary Range 

The salary range for this role reflects the range of factors that inform case-by-case compensation decisions including education, experience, training, licensure, certification, and geography as well as the business and organizational needs specific to the role. Compensation ranges may be broad, reflecting flexibility within the budget and title to consider candidates of varied experience. A reasonable estimate of the current compensation range for this role is $25.00 to $29.00 per hour. 

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