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Practice Assistant (Patents)

San Francisco, CA
KJM Staffing Solutions has a great opportunity for a Practice Assistant.  This is a hybrid remote role with our prestigious and large firm client and will support the IP team.  This role offers a generous compensation package, excellent growth potential and a strong firm culture. Candidates can be based in Silicon Valley, New York, San Francisco, Washington DC or Seattle.

The Patent Practice Assistant who will be responsible for providing administrative support to the Client Services Administrative team. The assistant will ensure quality service and a harmonious working relationship with lawyers, management, supervisors, co-workers, and clients by maintaining effective and efficient workflows, and working ahead of deadlines. 

Reporting to the Patent Client Services Manager, the ideal candidate will have a minimum of two (2) years of relevant administrative work experience.  Experience in a law firm setting is strongly preferred. 

Responsibilities:
  • Prepare conflict checks for new matters, prepares and process engagement letters for new clients.
  • Obtain docket numbers for all U.S. and Non-U.S. matters including creating inventor records in the patent docketing system, as needed, including entry of client contact details.
  • Create initial client procedures for new clients assigned by the team.
  • Review and edit prebills.
  • Upload all documents (both U.S. and Non-U.S.) to client databases, as needed.
  • Conduct all pre-filing support including format specification, apply styles, and paragraph numbers, as requested.
  • Review and process U.S. Publications.
  • Order certified copies of Priority Documents.
  • Review Notices of Recordation of Assignment and update assignment details in the docketing system.
  • Prepare and submit Issue Fee payment and checklist.
  • Manage propel room creation and maintenance for specific clients.
  • Complete inactive checklists.
  • Manage group expenses, vendor expenses, and bar dues, upon request.
  • Coordinate attorney calendars, upon request.
  • Handle conference room and visiting office requests.
  • Handle travel arrangements, itineraries, and travel logistics.
  • Handle time entry corrections as needed.
  • Handle CRM database edits.
  • Assist with MCLE requirements tracking.
  • Serve as a back-up to team members, as required.
  • Flexible and dependable with the ability to work overtime, as needed.
  • Perform other duties as assigned.
Qualifications:
  • Multitask in a highly demanding, deadline-driven environment.
  • Possess a high level of attention to detail.
  • Take initiative and work both independently and in a team environment.
  • Ability to proofread typed material for grammatical, typographical and spelling errors.
  • Ability to type standard correspondence, memoranda and similar material in draft or final form from written material or dictation.
  • Exemplary client service skills, with the ability to interact with various departments, all levels of firm executive personnel, vendors and contractors.
  • Excellent written, verbal and organizational skills.
  • Maintain and handle confidential and sensitive information with discretion.
  • Promote effective work practices, work as a team member, and show respect for all firm personnel.
  • Proficiency in MS Office applications.

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