Intellectual Property Legal Support Specialist at Gtlaw

We are seeking a highly skilled professional who thrives in a fast-paced, deadline-driven environment. The ideal candidate possesses strong problem-solving and decision-making abilities, ensuring efficiency and accuracy in every task. With a dedicated work ethic and a can-do attitude, you will take initiative and approach challenges with confidence and resilience. Excellent communication skills are essential for collaborating effectively across teams and delivering exceptional client service. If you are someone who demonstrates initiative, adaptability, and innovation, we invite you to join our team.

This role will be based in our Minneapolis office, on an in-office basis. Regular in-office presence is required for day-to-day operations, as well as for team meetings, training opportunities, and relationship building.

Position Summary
 

The Legal Support Specialist will support three or more attorneys in a secretarial capacity, providing a wide range of administrative, clerical, and document processing services in the Intellectual Property department. Candidate should also be flexible to work overtime as needed.

Key Responsibilities

• Provides general legal/administrative and patent/trademark prosecution support to attorneys, patent agents, IP timekeepers, and clients

• Maintains legal files (both paper & electronic), organizes and files documents in designated order, as well as prepares, enters, proofreads, and processes legal and administrative correspondence

• Assists with coordination of incoming and outgoing file transfers

• Manages phone lines for supported attorneys, fields calls, and conveys messages as necessary

• Processes time entry, opens new matters, drafts engagement letters and audits responses, maintains calendar, collates information, writes reports, and prepares agendas

• Communicates with clients and maintains client preferences and contacts

• Researches, generates, and updates case status reports and IP schedules for clients, attorneys, and other IP timekeepers, and sends reminders to timekeepers as necessary

• Processes incoming mail (original/electronic mail; postal and courier), reports communications from the U.S. Patent and Trademark Office to attorneys and clients, and ensures prompt responses to inquiries

• Processes intake of new clients, assists with archiving emails, and searches and print reports

• Works with assigned billing specialist to prepare invoices, create cover letters, mail invoices, and manages demand bills

• Schedules travel, process expense reports, check requests, and business development activity

• Maintains and updates foreign and U.S. patent and trademark prosecution files and case materials both in physical files and in electronic records management systems

• Prepares and transmits standardized correspondence relating to patent and trademark prosecution to clients and attorneys including reporting letters, invoices, search reports, and status reports

• Reviews the docket daily to track all deadlines associated with patent and trademark prosecution and assist with the daily clearance of deadlines

• Maintains database of standardized form letters and assist with client invoices

• Assists in quality assurance review of patent and trademark filings and correspondence by noting any errors observed during the normal course of records maintenance duties

• Assists in checking and updating the status of patent and trademark cases with the U.S. Patent and Trademark Office, and foreign patent and trademark offices when appropriate

• Assists in business development tasks, including reading client press releases, news articles, regulatory documents, and being proactive in building business intelligence

• Performs overflow typing, filing, or photocopying as time permits and as requested by other attorneys

• Assists with other department activities as needed, and performs additional duties and responsibilities as assigned

Qualifications

Skills & Competencies

• Provide outstanding client service, meet high quality standards for services, and meet or exceed client expectations; proactive in seeking innovative ways in which to help the team

• Analytical with strong problem-solving skills, takes initiative and uses good judgment, excellent follow-up skills

• High attention to detail, outstanding organizational skills, and the ability to manage time effectively

• Excellent interpersonal and communication skills (oral and written), and professional demeanor and presentation, including active listening and ability to convey information clearly

• Ability to work under pressure to meet strict deadlines and effectively prioritize multiple tasks

• Recognize confidential, sensitive, and proprietary information and maintain confidentiality

• Execution-oriented, self-starter, and self-navigator who can prioritize tasks and balance the demands of multiple projects and stakeholders

Education and Prior Experience

• Bachelor’s Degree or equivalent experience is preferred

• Minimum five years' experience as a legal secretary, working in a business law practice with exposure to Patents and Trademarks

• Established understanding of Patent and Trademark laws as they relate to individuals, partnerships, and corporations

• Knowledge of U.S. and foreign patent and trademark prosecution procedures

• Knowledge of steps involved in patent/trademark prosecution from application filing to issuance of patents/trademarks and associated forms for filing (domestic and foreign)

Technology 

• Computer proficiency in Windows-based software and Microsoft Office Suite, including Word, PowerPoint, Excel, and Outlook, Adobe Acrobat/Pro, document management and time entry systems, and IP Prosecution specific databases including Anaqua

• Exceptional computer skills with the ability to learn new software applications quickly