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Baker Botts · 14 hours ago

Legal Secretary, Intellectual Property

Dallas, TX

Full-time

Hybrid

Mid Level

3+ years exp

Baker Botts is a leading international law firm seeking an experienced Legal Secretary for their Intellectual Property department. The role involves providing comprehensive administrative and document processing support to attorneys and paralegals, requiring a strong understanding of legal terminology and document formats.

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

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

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 Chrome River and reconciles AMEX statements for all assignments

Other projects as assigned by Lawyers and Office Administrator

Qualification

Legal terminology knowledgeUSPTO systems knowledgeMicrosoft Office SuiteAdvanced computer skillsRecords management skillsElectronic client invoicingMulti-tasking abilityProfessional demeanorOrganizational skillsCommunication skillsConfidentiality maintenanceTeamwork abilityProblem-solving skills

Required

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

Minimum of three (3) years work 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

Advanced computer and software application skills

Ability to organize and prioritize numerous tasks

Strong knowledge of Microsoft Office Suite, including MSWord, Outlook, Excel, PowerPoint, etc

Working knowledge of New Business Intake, The Source, Intapp Time, Aderant, Chrome River, and CPI software

Familiarity with Anaqua would be beneficial

Knowledge of Chrome River and BB Conference Scheduler software

Ability to learn and use databases

Ability to work effectively with a wide range of individuals

Ability to multi-task and work well under time constraints

Ability to work well independently and in a team environment

Ability to proofread materials for contextual, grammatical, typographical or spelling errors

Must have strong organizational, decision-making skills and problem solving skills

Must be reliable, a self-starter and have a professional demeanor

Moderate physical activity and Must be able to work at a computer for considerable periods of time

Must be able to routinely lift and carry file folders weighing up to 20 pounds

Position requires extensive telephone use

Must be able to staple and collate repetitively

Must be able to lift, squat, kneel and bend

This position may be hybrid, necessitating at least four days in the office, with the possibility of working remotely for one day each week

This position is a full-time position requiring a 5-day work week and standard hours as outlined in the firm policy manual. Additional hours will be required when necessary to meet established deadlines or stay current with occasional peaks in workload

Benefits

Excellent benefits

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)

2024 (5)

2023 (9)

2022 (3)

2021 (4)

2020 (8)