Foreign Filing Assistant

Palo Alto, CA 

Summary

This position provides foreign filing support to members of the patent group, including attorneys, patent agents, Case Managers and secretaries by performing essential duties and responsibilities that include the following: 

Essential Job Requirements

• Prepare and file PCT international applications, national/regional phase and direct national applications.
• Prepare and forward client communications, including letters, emails, etc.
• Prepare formal documents, such as Power of Attorney, Assignment and Declaration forms for foreign patent applications.
• Review docket report, provide updated information to the docket staff and reconcile the foreign docket on a daily basis.
• Upload documents to the client’s databases in a timely fashion, and ensure that information and/or documents are uploaded accurately.
• Prepare and/or coordinate preparation of the formal drawings.
• Print hard copy emails and documents, and place in the corresponding file jackets.
• Order priority documents.
• Obtain legalization on documents as required in a timely fashion.
• Work with vendors, such as the draftsman, to meet scheduled deadlines.
• Receive incoming foreign mail and distribute as needed.
• Process invoices, obtain attorney’s approval and forward to Finance Department.
• Operate office equipment such as printers, photocopying machines, etc.
• Maintain skills necessary to function effectively and meet all expectations of the role, including the basic functions of core technology tools.
• Clarify tasks; confirm understanding.
• Assist with projects, as needed.
• Accept change and work to incorporate change into daily work environment.
• Able to work remotely and ensure that tasks are completed timely and efficiently; maintains regular communication with staff, attorneys and supervisor while working remotely. Able to follow firm policies and procedures while working remotely.
• Exhibits a desire to team with support staff, attorneys and administrators. 

Skills, Knowledge and Abilities

• Provide good client service by maintaining a positive and professional attitude as well as positive and cooperative relationship with staff, peers and administrators, whether interacting by phone or in person with the firm’s clients and external contacts.
• 3+ years of U.S. patent experience required; foreign filing experience is a plus.
• Working knowledge foreign patent-related laws and regulations, preferred.
• Working knowledge and experience with reviewing and reconciling a foreign patent docket.
• Working knowledge and experience with Patent Application Information retrieval System (Private PAIR), Electronic Filing System ( EFS),  Electronic Patent Assignment System (EPAS), PCT-SAFE and electronic filing systems in foreign countries.
• Proficient with Microsoft Word, Outlook and Excel.
• Provides high-level client service by possessing and utilizing strong telephone and interpersonal skills with staff, peers, administrators, the firm’s clients and vendors.
• Exhibits effective communication skills by demonstrating tact, diplomacy and discretion when presenting information and responding to questions from clients, attorneys, managers, etc.
• Works to efficiently produce work product with a high level of attention to detail; reviews and proofreads documents for grammar, spelling, readability, etc.
• Demonstrates ability to solve problems and deal with a variety of variables in situations where only limited information is provided.
  Accurate spelling, punctuation, sentence structure and grammar.
• Knowledge of legal patent practices and terminology.
• Demonstrate a professional demeanor at all times. Exhibit a desire to team with support staff, peers, attorneys and administrators.
• Ability to prioritize work and adjust priorities.
• Maintain reliable attendance record and punctuality.
• Sound knowledge of firm policies and procedures.
• Demonstrate willingness to undertake additional responsibilities and assist others when requested.
• Keeps abreast of practice area processes as appropriate to the position.
• Thorough knowledge of office organization, workflow and procedures.
• Thorough knowledge and use of firm’s technological tools.
• Demonstrates initiative to learn new skills that will enhance performance of role.
• Embraces change and adapts well in new environments.
• All other duties as assigned.