Administrative Support Assistant Job at Nelson Mullins Riley & Scarborough, LLP
Overview:
Atlanta office of regional law firm seeks an Administrative Support Assistant to work with a high volume Intellectual Property practice. The IP Administrative Support Assistant provides on-the-ground administrative assistance for basic tasks in support of IP team timekeepers, interfacing across multiple office locations. This role reports to the designated team IP Coordinator and also takes guidance and direction from the IP Assistants on the team regarding specific tasks. The position serves as the foundation of the IP process to ensure IP Assistants and IP Services departments may complete prosecution-related tasks.
A Day in the Life:- Conduct conflict checks for new clients and request multiple New Client New Matter Memos daily for each new patent/trademark application within the IP practice.
- Save incoming/outgoing emails with clients and foreign counsel into the proper matter in the Firm document management system utilizing standardized IP naming conventions.
- Print and file documents and emails/correspondence into paper files for timekeepers; request labels for and create new paper files in conjunction with Records department.
- Prepare printed materials for Attorneys such as patent/trademark file histories from U.S. Patent and Trademark Office, binders containing patent opinions and exhibits
- Facilitate attorney approvals for all vendor and foreign associate invoices, including sending approved invoices to Accounting for payment.
- Work with Attorneys and IP Assistants to provide instructions to clear the IP docket daily via CPI docketing software.
- Complete administrative tasks such as attorney time entry and print and document formatting jobs as requested.
- Complete timekeeper travel arrangements and associated reimbursement or check requests.
- Proofread agreements and patents for grammatical errors and comparison; outsource patents for proofreading by a service vendor for clients upon request.
- Prepare basic patent and trademark reporting letters, including mailing of original documents and certificates; draft reminders to clients regarding upcoming deadlines.
- Learn and complete research of portfolios on patent and trademark office websites both U.S. and abroad when necessary.
- Prepare trademark watch notices compilation PDF monthly for review by IP Assistants and Attorneys.
- Finalize and mail client invoices using template billing letters.
- Occasional review and audit of outgoing file transfers.
- Work with IP Assistants team to assist in other daily overflow needs of a busy IP practice.
Ideal candidate has, or is working toward, an undergraduate degree (recent graduate preferred), with experience in a professional office setting. The team is seeking a motivated candidate who may be interested in the potential to grow within the Firm, build knowledge, and assume additional responsibility over time. Must be professional, well-organized, team-oriented, have excellent oral and written communication skills and attention to detail, the ability to interface with internal and external contacts of all levels, comfort and familiarity with handling confidential information, and be able to prioritize assignments and work well under pressure. Law firm or intellectual property experience a plus.
Who We Are:
With more than 950 attorneys, policy advisors, e-discovery professionals and other business professionals, Nelson Mullins has strong roots in the business community and an appreciation for new directions in the business world. As a Firm, Nelson Mullins has a strong foundation of community service and good citizenship. Our professional staff teams likewise promote these values, with opportunities to participate and play roles in various pro bono and community service initiatives. We collaborate with each other and with our clients, working side-by-side towards shared goals.
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