Intellectual Property Legal Secretary

New York, NY 

Summary

An AmLaw firm with nearly 300 attorneys nationwide, has an opening for an Intellectual Property Legal Secretary. The candidate will be responsible for providing secretarial services to Intellectual Property partners, associates, and on an as needed basis for other departments and staff members.

Essential Duties and Responsibilities

• Handle incoming and outgoing calls in a professional manner. Perform pick-up function for calls within pick group, maintaining coverage within each group at all times.  Take accurate and complete messages.
• Create, edit (including CompareRite and Delta View), spell-check, print and proofread documents using basic and advanced software functions.
• Input attorney time on a daily basis and correct and edit information as required.
• Prepare and arrange for transmittal of correspondence, legal documents etc., via fax, regular mail service, e-mail, as well as hand-delivery, Federal Express and other messenger service. Follow up to assure timely and accurate delivery.
• Perform or arrange for duplication and/or binding of documents as required.
• Maintain client files in an orderly fashion and in compliance with Firm procedures.
• Provide records of client disbursement charges including client/matter names and numbers for all word processing overtime, duplicating, messenger, luncheon fees, etc. and other expenses deemed to be chargeable to a client.
• Reserve conference rooms; arrange for food service for client meetings; greet clients.
• Provide backup assistance for paralegals in connection with docketing as well as patent and trademark prosecution.
• Perform various other duties as required.

Qualifications

This position requires a four year degree; a minimum of 3 years of patent/trademark prosecution experience as a secretary; possess excellent interpersonal, writing and speaking skills; be organized and detail oriented; be able to juggle several tasks simultaneously and to work effectively under pressure.  The ideal candidate will enjoy being a team player as well as working independently; have excellent organizational and communication skills, exhibit a positive, helpful attitude and the ability to maintain confidential information; exercise good judgment and follow through on assigned tasks.  Additionally, the position requires flexibility to work overtime hours. 

Skills

• Willingness to be hands-on, very customer service orientated.
• Ability to perform the essential functions of the position within time constraints and with interruptions.
• Strong oral and written communication skills.
• Act in accordance with the Firm’s policies and procedures.
• Per firm policy, hybrid work schedule – three days in the office and two days WFH.
• Strong initiative and prioritization skills. 

Covid-19

Must present proof of being fully vaccinated, including a booster shot against COVID-19.   Accommodation for non-vaccination is subject to a bona fide medical reason or a sincerely held religious belief. Furthermore, the accommodation cannot cause Firm an undue hardship or pose a direct threat to the health and safety of others in the workplace and the candidate who requested the accommodation.