Intellectual Property Legal Assistant

Position Summary

DeWitt LLP is seeking an experienced and highly organized Intellectual Property Legal Assistant to support one to two attorneys in our Madison office.

This position provides a combination of legal, administrative, financial, and client-service support within our Intellectual Property practice. The successful candidate will be responsible for managing day-to-day administrative needs while also assisting with intellectual property matters and filings.

The ideal candidate is detail-oriented, proactive, comfortable managing deadlines, and interested in developing a strong understanding of intellectual property practice. Experience in intellectual property is preferred, but candidates with strong legal assistant experience and an interest in learning IP-specific processes are encouraged to apply.

Key Responsibilities

Intellectual Property Support

• Assist attorneys with the preparation and processing of intellectual property documents and filings.
• Prepare and assist with Information Disclosure Statements (IDS) and supporting documentation.
• Assist with PCT filings and related documentation and deadlines.
• Prepare reporting letters and correspondence to clients regarding IP filings, prosecution matters, and deadlines.
• Assist with preparation and processing of USPTO and other intellectual property-related documents.
• Monitor and track intellectual property deadlines and provide timely reminders to attorneys.
• Assist with maintaining accurate client and matter information within firm systems.
• Coordinate with clients, foreign associates, and other outside contacts as directed by attorneys.
• Assist with other patent, trademark, and intellectual property-related tasks as assigned.
• Develop and maintain a working knowledge of IP terminology, procedures, and filing requirements.

Administrative & Practice Support

• Manage attorney calendars, appointments, meetings, and deadlines as needed.
• Enter attorney time accurately and timely in the firm's timekeeping system.
• Assist with preparation and review of client invoices.
• Monitor client and attorney disbursements and expenses and ensure appropriate documentation and coding.
• Process and coordinate reimbursement of attorney and client-related expenses.
• Assist with new matter and client intake and maintenance of matter information.
• Prepare correspondence, documents, spreadsheets, and other materials as requested.
• Maintain electronic and paper files in accordance with firm procedures.
• Assist with client communications and other administrative needs.
• Coordinate meetings, conference calls, and other activities on behalf of attorneys.
• Provide general administrative support to assigned attorneys and the IP team.

Team & Client Service

• Provide responsive, professional, and high-quality service to attorneys, clients, and colleagues.
• Proactively communicate upcoming deadlines, outstanding tasks, and potential issues.
• Work collaboratively with other legal assistants, paralegals, docketing personnel, and attorneys.
• Maintain confidentiality and exercise sound judgment when handling sensitive client and firm information.
• Demonstrate flexibility and willingness to assist other members of the team when needed.
• Participate in firm initiatives, training, and professional development opportunities.