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Baker Botts · 1 day ago

Legal Secretary, Intellectual Property

Austin, TX

Full-time

Hybrid

Mid Level

3+ years exp

Baker Botts, a leading international law firm, is seeking an experienced Legal Secretary for their Intellectual Property department. This role involves providing comprehensive administrative and document processing support to attorneys and paralegals, ensuring efficient management of legal documents and correspondence.

Information TechnologyLaw EnforcementLegal

H1B Sponsor Likely

Responsibilities

Provides confidential administrative support to assignments, performing secretarial tasks of a confidential nature including, but not limited to, composing or preparing documents and correspondence. This may require spending long periods of time at computer workstation

Format patent prosecution documents including amendments, petitions, restriction requirements, advisory actions, notice of incomplete documents, information disclosure statements, response to notice to file missing arts and certificate of corrections, provisional and non-provisional (Utility), draft responses to office actions

Establishes, maintains, processes, and/or oversees files, correspondence, databases, records, certificates, and/or other documents; creates new patent case records in Firm systems including the CPI docket system, although this position does not involve substantial docket maintenance

Prepares documents and correspondence requiring knowledge of legal terminology and document formats, such as patent applications, Information Disclosure Statements, Response to Missing Parts, Amendments and other miscellaneous Patent Office responses

Request for Continued Examinations, Notice of Allowances and payment of Issued Fees. Ensure maintenance fees and annuity renewals are paid

Monitor and update prosecution deadlines

Review incoming USPTO correspondence and report to clients

Investigate prosecution-related issues in Patent Center

Schedules appointments and performs other tasks related to maintaining assignments’ calendars; schedules and coordinates meetings and conferences, including extensive travel, lodging, transportation, and meal arrangements

Coordinates outsourced copy jobs. Provides photocopying and/or scanning of correspondence, documents and other printed materials. May require lifting and carrying file folders without assistance

Handles in-coming correspondence (including gathering and/or preparing needed materials for lawyer’s review of same in timely fashion), as well as out-going correspondence, including mail, emails to clients, faxes, hand deliveries, FedEx’s, etc

Drafts, edits and disseminates information through presentations, charts, graphs, diagrams, spreadsheets, letters, email, mail, memos, itineraries, etc

Answers telephones and delivers accurate and timely messages

Reviews and revises monthly prebills; prepares correspondence for each and submits revised prebills and drafts letters to lawyer for approval; submits to accounting department for final invoices; mails/emails specific invoices to clients

Inputs attorney time as needed utilizing the Firm’s time entry software on a daily basis

Interacts with clients, vendors, attorneys and staff to maintain good relations

Maintains workstation and surrounding area which may require lifting, squatting, kneeling, or bending

Closes files per lawyer requests in Firm software, currently NBI

Reconciles and submits travel, client development, and client expenses for reimbursement through Emburse Enterprise (Formally Chrome River) and reconciles AMEX statements for all assignments

Other projects as assigned by Lawyers and Office Administrator

Qualification

Legal terminologyUSPTO systemsMicrosoft OfficeRecords managementE-filingData compilationProofreadingInterpersonal skillsOrganizational skillsConfidentiality

Required

High School Diploma required; some college and/or PLS Certification desirable

At least three (3) years of experience in a law firm environment, or related professional experience

Knowledge of legal terminology, USPTO systems, and rules for filings and correspondence

Knowledge of electronic client invoicing

Ability to gather data, compile information and prepare reports

Strong organizational and records management skills

Ability to communicate effectively and with tact and diplomacy, both orally and in writing

Ability to maintain confidentiality of all information

Strong interpersonal skills and the ability to work effectively with a wide range of constituencies in a diverse community

Advanced computer and software application skills. Proficiency with Microsoft products, including Word, Outlook, Excel, and Power Point is required

Working knowledge of New Business Intake, The Source, Intapp Time, Aderant, Emburse Enterprise, and CPI software

Ability to proofread typed material for grammatical, typographical or spelling errors

Ability to organize and prioritize numerous tasks and complete them under time restraints

Must be able to work at a computer for considerable periods of time

Position is full-time and requires a five-day workweek and standard hours as outlined in the firm policy manual. Work frequently requires more than the regularly scheduled 37.5 hours per week to perform the essential duties of the position

Preferred

Some college and/or PLS Certification desirable

Familiarity with Anaqua would be beneficial

Proficiency with e-filing in federal and state courts is desired

Benefits

Comprehensive benefits program

Company

Baker Botts

Baker Botts is a full-service international law firm in the energy, technology, and life sciences sectors.

Founded in 1840

Houston, Texas, USA

1001-5000 employees

http://www.bakerbotts.com

H1B Sponsorship

Baker Botts has a track record of offering H1B sponsorships. Please note that this does not guarantee sponsorship for this specific role. Below presents additional info for your reference. (Data Powered by US Department of Labor)

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2025 (9)

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2022 (3)

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2020 (8)