Overview
Legal Secretary, Patent Jobs in Washington DC-Baltimore Area at Consilio LLC
Title: Legal Secretary, Patent
Company: Consilio LLC
Location: Washington DC-Baltimore Area
Intellectual Property (IP) Secretary – Patent Prosecution & Trademark-DC Office , hybrid, up to 125K
Our client, a highly regarded national law firm, is seeking an experienced Intellectual Property (IP) Secretary to support attorneys and legal professionals within its Patent Prosecution and Trademark practice groups.
This position plays a critical role in delivering exceptional client service, managing complex administrative and legal support functions, and ensuring the smooth operation of a busy intellectual property practice. The ideal candidate will possess strong patent prosecution experience, outstanding organizational skills, and the ability to manage multiple priorities in a fast-paced environment.
Key Responsibilities
Patent Prosecution & Trademark Support
- Support attorneys and agents in all phases of U.S. and foreign patent prosecution matters.
- Prepare and file patent prosecution documents and correspondence.
- Monitor and respond to assigned docket items daily.
- Prepare and distribute weekly attorney docket reports.
- Conduct USPTO matter research and searches at attorney request.
- Assist with trademark prosecution support, reporting, client communications, and docket management.
- Gather trademark and registration evidence through firm systems and databases.
- Prepare client tracking reports and spreadsheets.
Client & Matter Management
- Submit conflict checks and coordinate new client intake.
- Prepare engagement letters and new matter requests.
- Open and maintain U.S. and foreign matters.
- Coordinate communications between attorneys, clients, inventors, and foreign associates.
- Assist with matter-specific reporting and status updates.
Billing & Financial Administration
- Prepare, edit, proofread, and finalize attorney time entries.
- Review and process invoices from foreign associates.
- Assist attorneys with expense reimbursements.
- Support billing activities, invoice processing, collections efforts, and client account maintenance.
- Coordinate with accounting teams regarding billing and financial matters.
Administrative Support
- Manage complex calendars, deadlines, meetings, and appointments.
- Coordinate domestic and international travel arrangements.
- Screen and route calls and correspondence.
- Handle client inquiries professionally and efficiently.
- Maintain electronic and paper files in accordance with firm policies.
- Create, organize, and maintain files within iManage, Outlook, and other firm systems.
- Provide overflow support and assist team members as needed.
- Mentor and support new administrative staff.
Document Preparation & Production
- Prepare, revise, proofread, and format legal documents, correspondence, reports, and memoranda.
- Coordinate high-volume document production and filing projects.
- Scan, save, assemble, distribute, and manage legal documentation.
- Maintain accuracy and quality control standards for all work product.
Patent Prosecution Responsibilities Include
- Search request coordination with outside search firms
- Patent filing support and client reporting
- Patent filing recommendation communications
- Draft application distribution to inventors and clients
- Preparation of U.S. and foreign analysis shells
- Office Action response coordination
- Filing responses with the USPTO
- Terminal Disclaimers
- Petitions to Revive
- Requests for Continued Examination (RCEs)
- Petitions to Withdraw
- Status inquiries and communications
- Foreign filing reminders and reporting
- Restriction requirements
- Advisory actions
- Interview summaries
- Notice of abandonment communications
- Related USPTO correspondence and administrative tasks
Qualifications
Required Experience
- Minimum 5 years of administrative or legal secretarial experience
- Minimum 3 years of Patent Prosecution experience
- Experience supporting Intellectual Property attorneys in a law firm environment strongly preferred
If you have the expertise and drive to contribute to the Intellectual Property team, we encourage you to apply and join a firm that champions innovation, collaboration, and excellence.
Apply now to take the next step in your career!
ELS Consilio Direct Hire Division staffs’ positions for Consilio clients and does not staff for internal corporate positions Consilio.
Equal Opportunity Employer
Consilio, LLC is an EEO/Affirmative Action Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability or any other legally protected status.
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