Executive Patent Assistant

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Job Summary:
Provides executive support for several Equity Partners in the Patent and Intellectual Property Practice Group. Provides heavy calendar management support and consistently interacts with clients via the phone or in person. Organizes and maintains all electronic files and administrative matters in accordance to Partner and client preferences. Additionally, assists with duties including but not limited to typing and data entry.
Job Functions:
Administrative Support:
Utilizes patent prosecution terminology, knowledge, and experience to independently execute on internal and external requests and tasks, discerning the appropriate response and/or course of action, and proactively anticipating any follow-up items.
Responsible for managing several Partner calendars, liaising with clients and internal colleagues, scheduling all external and internal meetings, triaging meeting requests, and exercising sound judgment to make calendar changes as needed.
Manages Partner follow-up action items and communications by proactively auditing and tracking Outlook Inbox correspondence with clients and colleagues, exercising discretion and judgment.
Responsible for drafting engagement letters and tracking the status for Firm records.
Drafts audit letters for incoming and current clients.
Utilizes Carpe Diem to support billable time entry by applying correct codes for client matters, auditing bills, and making adjustments as requested, while working closely with the Billing Paralegal to ensure accuracy.
Responsible for tracking, entering, and reconciling attorney expenses in Chrome River.
Responsible for maintaining electronic filing systems, with a high level of accuracy and superior attention to detail.
Assists with the New Business Intake process for all non‐prosecution matters.
Utilizes the Patent database, CPI, to run reports as requested.
Ad hoc projects as requested.
Essential Competencies:
Works proactively with others to support efforts within a department or function of the Firm.
Independently organizes and prioritizes responsibilities and tasks, contributing to the department’s ability to meet or exceed goals and standards.
Uses innovative thinking and exercises sound judgment to achieve results.
Maintains current knowledge of trends and developments affecting the area of specialization.
Expert organizational skills and discretion.
Qualifications:
5 years of patent prosecution administrative support required.
3 years of experience utilizing time entry billing systems, within a Patent & IP practice.
Expert computer skills, including proficiency in Microsoft Excel, Word, PowerPoint and Outlook.
Ability to work independently and discreetly and be tactful when dealing with people.
Superior communication skills (oral and written) with the confidence to make informed decisions at appropriate time.
Demonstrated flexibility and the ability to handle complex, multiple tasks for several individuals with different work styles. Openness to change pace quickly while maintaining organization and attention to detail.
Detail oriented, flexible, ability to meet deadlines and handle multiple priorities.
Positive attitude, sense of humor and an eagerness to learn.
Physical Requirements:
Must have minimal physical mobility. Position may occasionally require standing, walking, reaching, and lifting up to 15 pounds.
Must have the ability to operate equipment such as a computer and copy machine.
Must have the ability to communicate clearly and to read and follow detailed instructions.
Must have the ability to prepare assorted documents and other related materials.
Must have the ability to work in stressful conditions under time deadlines.
To apply, please click here
Choate, Hall & Stewart LLP
Two International Place
Boston, MA 02110
T 1 (617) 248-5000
© 2020 Choate, Hall & Stewart LLP

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