Current job openings

Secretary, Intellectual Property

Posted: Friday, October 26, 2018 Full-Time


The Secretary in the Austin, TX office will support lawyers in our Intellectual Property practice.  This position entails a range of responsibilities and challenges that require strong communication and troubleshooting abilities and strong administrative, multi-tasking, and client-service skills.  The ideal candidate will have several years’ experience in patent prosecution in a law firm or corporate IP department, will take initiative, have integrity, and will be dependable.  This position will have extensive interaction with clients, the Austin IP team, and firm management.  Overtime and flexibility in schedule may be required from time to time.

Responsibilities include, but are not limited to:

  • Maintain organization of client files, including electronic files in the firm’s document management system (FileSite)
  • Proactively manage a high volume of e-mails and deadlines
  • Proofread all documents, correspondence, etc. for content, grammar, and accuracy
  • Prepare and process new client/new matter forms, along with conflicts search and preparation of engagement letters
  • Prepare and e-file documents for State and Federal cases, adhering to legal document standards to ensure proper format and completeness for court acceptance.
  • Manage document deliveries and track final executed documentation
  • Assist with litigation claim charts, expert charts, and preparation of deposition notebooks
  • Work with attorneys and paralegals to prepare and e-file patent and trademark applications and other documents with the USPTO
  • Maintain and update foreign and U.S. trademark prosecution files and case materials both in physical files and in electronic records management systems
  • Prepare and transmit standardized correspondence relating to patent, trademark prosecution to clients and attorneys including reporting letters, foreign associate invoices, search reports and status reports
  • Review the docket on a daily basis to track all deadlines associated with trademark and patent prosecution and assist with the daily clearance of deadlines
  • Review and finalize monthly client invoices, as necessary
  • Monitor status of outstanding client invoices and timely submit appeals for underpaid amounts, as necessary
  • Maintain lawyers calendars and coordinate travel arrangements
  • Manage expenses including preparation of online expense reimbursement requests
  • Perform other work related duties as assigned


  • Minimum five years of law firm or professional services experience preferred
  • Experience in litigation, patent prosecution, trademark prosecution and enforcement
  • Experience with e-filling with court and USPTO, including PAIR, EFS-Web and EPAS
  • Ability to assist with docketing and client billing, as necessary
  • Proficient with Microsoft Office Suite
  • Proficient with document management systems, knowledge of FileSite is a plus
  • Excellent organizational skills and attention to detail
  • Strong communication skills, both written and verbal
  • Good analytical and problem solving skills
  • Ability to work harmoniously and effectively with others as part of a team
  • Self-starter who is committed to the job, with flexibility to work overtime as needed
  • Demonstrates good judgment and exercises confidentiality and discretion
  • Maintains a calm and professional demeanor at all times

Equal Employment Opportunity/M/F/disability/protected veteran status