Patent Operations Administrative Assistant

Fish & Richardson P.C.

Patent Operations Administrative Assistant managing IP administrative workflows in a global law firm. Supporting the Practice Systems Department with various tasks and liaising with internal and external clients.

Posted 6/24/2026full-timeRemote • District of Columbia, Illinois, Massachusetts, Minnesota, Texas, Virginia • 🇺🇸 United StatesJunior💰 $59,000 - $74,000 per yearWebsite

About the role

Key responsibilities & impact

Assume responsibility for daily IP administrative workflows and tasks, ensuring seamless practice continuity
Serve as a liaison between the PGL (Practice Group Leader) and the firm's practice systems, legal staff, and select administrative departments on multiple projects and programs
Work within internal processes to partner with other firm departments to help accomplish goals
Represent the practice group to internal and external clients in a professional and polished manner at all times
Take initiative to ensure that internal and external clients are served efficiently and effectively
Handle all travel arrangements and resolve travel disruptions effectively
Organize, manage, and maintain meeting and event invitations
Schedule visiting offices and conference rooms and maintain records
Process expense reimbursements, incoming and outgoing correspondence, telephone and email inquiries, and ensure that all are handled appropriately and in a timely manner
Assist with the monthly client billing cycle, including reviewing, editing, and processing proformas (pre-bills) in accordance with firm policies and specific client billing guidelines
Prepare reports and compile data for inclusion in reports and presentations, perform research and prepare information for special projects as assigned
Develop and maintain a system to track deadlines, projects, time commitments, and the completion of tasks
Ensure that various administrative tasks are completed in an effective and efficient manner, including reviewing email, drafting correspondence, screening telephone calls, and maintaining executive and historical files
Prioritize multiple projects simultaneously, anticipating the PGL's responsibilities, and following through on issues in a timely manner
Perform advanced and confidential administrative duties that may require varying degrees of skill and familiarity with legal matters and firm policies and procedures
Add value through understanding the work processes and resources, structure, and business of the firm and practice group

Requirements

What you’ll need

Minimum of High School Diploma or equivalent is required
Bachelor’s degree in business administration or related field is preferred
1+ years of business-related or professional office administration experience; preferably in the legal industry
Strong working knowledge and proficiency with firm-standard versions of MS Office, Excel, OneNote, PowerPoint, Teams, Adobe Acrobat and other relevant specialized software
Ability to navigate the internet and intranets, use technical equipment appropriately and have the aptitude to continually expand this knowledge through ongoing learning
Excellent ability to communicate effectively internally and externally, both orally and in writing
Ability to handle multiple projects, utilizing available firm-wide resources to manage priorities
Possess capability to change, adapt and remain flexible with current and future responsibilities and circumstances
Self-starter with the ability to successfully work independently with minimal supervision, meet deadlines, as well as work well within a team-oriented environment and contribute to effective team relationships
Possess interpersonal skills necessary to communicate in person, by email, Zoom, and telephone, and follow instructions while providing information with courtesy and tact
Proven record of good judgment
Proactive, forward-thinker, with a keen understanding of support roles
Committed to observing confidentiality and communicating with tact, discretion, and diplomacy in both firm and client matters
Work occasionally requires more than normally scheduled work hours to perform the essential duties of the position as needed

Benefits

Comp & perks

Competitive pay and discretionary bonus opportunities
Comprehensive medical and dental coverage
Generous paid time off
Tuition reimbursement
Award-winning retirement and profit sharing plans with employer contribution
Family-friendly atmosphere with back-up child care
Health and wellness initiatives
Positive culture awarded an Outstanding Workplace designation in 2023 and 2024

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills & Tools

office administrationclient billingexpense reimbursementdata compilationreport preparationproject trackinglegal matters familiaritymeeting organizationtravel arrangementsemail correspondence

Soft Skills

communicationtime managementflexibilityself-starterinterpersonal skillsjudgmentproactive thinkingteam collaborationtact and discretioninitiative

Certifications

High School DiplomaBachelor’s degree in business administration