IP Legal Administrative Assistant

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IP Legal Administrative Assistant
Duties: Prepare patent and trademark form documents for filing and for client communications regarding filings and deadlines. Monitor attorney docket and prepare client reminders regarding deadlines. Responsible for typing and modifying legal documents accurately and within requested timeframes for assigned legal group, prioritizing work among assignments and meeting specific deadlines on projects Coordinates lengthy and complex document preparation with Work Product Support Services as needed. Prepares documents for e-filing as required. Reviews and routes incoming mail. Prepares and processes outgoing mail and faxes, arranging for specialized mail or messenger services as required. Ensures that all attachments, exhibits and enclosures are included. Maintains paper and electronic files in compliance with current policies. Routes correspondence to docketing in accordance with procedures. Works with Records Department to create and maintain client files and indexes. Marks case or matter related documents as needed with filing instructions to ensure proper filing. Performs routine filing and retrieves files as needed. Maintains chronological files and administrative files for assigned attorneys. Responsible for professionally managing incoming calls, including client calls, assisting in coordinating timekeeper calendars, expense reports, travel and meeting arrangements. Coordinates specific client dates with the Calendar/Docket Department as needed. Prepares and processes new matter forms. Receives and screens phone calls and takes messages as required. Receives and directs clients and visitors. Coordinates travel arrangements, prepares itineraries, and prepares travel expense reports. Schedules meetings and arranges for conference rooms and meals. Maintains and updates contact names and addresses in the contact database. Communicates effectively with clients and with others in the Firm. Is proactive in anticipating the business needs of the assigned attorneys; plans ahead and meets deadlines. Prepares daily time entries for assigned attorneys utilizing Firm approved narrative guidelines, and submits in a timely manner to Accounting. Prepares expense reimbursement/disbursement requests. Coordinates client billing matters with Accounting billing staff, attorneys, and clients; prepares billing letters and other requested client financial updates; assists attorneys with tracking and monitoring alternative fee arrangements; assists attorneys with automation, tracking and monitoring of matter budgets. Proactively demonstrates effective teamwork and provides assistance to other LAAs as time permits. Serves as a backup LAA to assigned timekeepers. Works cooperatively with other departments and individuals in the Firm. Performs other duties as assigned.

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