Legal Secretary

Pittsburgh, PA 15222 US

Posted: 11/28/2018 Industry: Legal Job Number: 30218 Pay Rate: 60-70K City: Pittsburgh

Large downtown law firm is in need of an experienced Intellectual Property Legal Secretary for a Direct Hire opportunity.  To qualify candidates must have experience in legal Intellectual Property, Patent, Trademark, Copywrite practice.  Salary range is $60-70K.


  • Performing complex legal secretarial activities that may be highly confidential or sensitive, requiring diplomacy and discretion
  • Preparing, filing and prosecution of U.S. and foreign patents, U.S. and foreign trademarks and copyright applications
  • Creating, editing, and proofreading letters, legal documents, and memos, including checking documents for content and context
  • Organizing and maintaining all correspondence and documents using the relevant document management system
  • Managing emails, calendar appointments, and client contact lists
  • Scheduling meetings and coordinating all logistics
  • Handling administrative aspects of U.S. patent prosecution
  • Coordinating services with Global Shared Business Services
  • Training, assisting, and providing orientation for new and less experienced members of staff
  • Providing business development support when necessary
  • Using internal library resources for external research as directed by timekeepers
  • Managing physical and electronic files, including intake, retention, retrieval, and transfer of records
  • Maintaining an organized and secured work station and filing areas
  • Running critical document checks to ensure all files have been appropriately saved
  • Importing electronic documents, including scanning documents into the document management system
  • Coordinating entering, editing, and tracking daily time recording when required for assigned timekeepers
  • Coordinating and preparing monthly client bills
  • Preparing check requests and expense reports
  • Opening files and conducting conflict checks
  • Drafting patent documents and correspondence
  • Processing and docketing for filing
  • Managing calendar deadlines
  • Assisting with preparing responses to office actions
  • Assisting with patent searches
  • Maintaining patent application files
  • Coordinating, verifying, and obtaining appropriate approvals for all domestic and international travel arrangements with the firm’s travel provider and processing related business expense reimbursements
  • Assisting other practice assistants with overflow work and providing backup support
  • Assisting clients when needed, for example, with document revisions, faxing, or photo copying
  • Performing other relevant duties in the particular practice area as directed by the immediate supervisor, including, but not limited to, Practice Area Leader/ Coordinator or Department Head administrative work, practice development initiatives, and project work
  • Working overtime as occasionally required


  • 3 years of patent filing & prosecution experience
  • Experience with domestic and foreign documents
  • Significant experience in a similar role within a medium to large law or professional services firm working for senior lawyers and partners
  • High proficiency in the use of Word, Outlook, Excel, and PowerPoint
  • Typing speed of 65 wpm or above
  • Exemplary oral and written communication skills
  • Excellent attention to detail, including using correct spelling and grammar
  • Ability to work with multiple attorneys on different matters
  • Excellent client service skills
  • Can-do attitude and flexible approach work autonomously with limited guidance
  • Organize and prioritize own workload and help timekeepers with their organization
  • Meet deadlines
  • Use own judgment in decision making to solve problems and achieve business outcomes
  • Take the initiative in handling projects and anticipating what needs to be done
  • Understand and follow specific and detailed instructions in oral and written form
  • Previous experience with Elite, Legal Key, and document management system or comparable software would be an advantage, as would conference room booking software and travel agency programs
  • IP docket knowledge is a plus

If you are an experience IP Legal Secretary please reply to Job 30218.  Email:  Only those candidates for further consideration will be contacted.




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