Haynes and Boone, LLP · 16 hours ago
Patent Prosecution Legal Administrative Assistant
CA
Full-time
Onsite
Mid Level
$85K/yr - $110K/yr
3+ years expHaynes and Boone, LLP is a leading law firm specializing in intellectual property and corporate matters. They are seeking a Patent Prosecution Legal Administrative Assistant to support attorneys and patent agents by performing patent prosecution and administrative duties with a high level of independent judgment and discretion.
Consulting
Responsibilities
Prepare patent prosecution filings for attorney and patent agent review and approval, including Information Disclosure Statements (IDS), terminal disclaimers, restriction requirements, and shell amendments
Manage the electronic filing of all U.S. and foreign applications through PCT Easy and EFS-Web, remaining current on system updates and upgrades
Monitor filing deadlines using docket reports for U.S. and foreign patent, trademark, and copyright matters; assist with docket review and clearance and communicate relevant information to the Docketing Department
Review, prioritize, route, and follow up on incoming correspondence (email, fax, and mail), ensuring timely reporting and response to clients
Transmit documents electronically to clients, courts, the USPTO, Secretary of State, Copyright Office, and other agencies using firm-approved methods
Create, maintain, and organize electronic and physical files, including maintaining client preferences and contact information within firm systems
Assist with client billing and time entry, including auditing, revising, and following client-specific billing instructions
Coordinate incoming and outgoing file transfers
Delegate tasks to clerks, monitor work product, and ensure deadlines and quality standards are met
Prepare and file assignment recordations electronically with the USPTO
Calculate filing cost estimates and coordinate related documentation
Copy, distribute, transmit, file, and otherwise manage completed work product using electronic, mail, courier, or express delivery methods as appropriate
Maintain electronic files, contacts, and case dockets for assigned attorneys
Perform administrative functions related to firm operations, including processing new client and matter requests, client billing, time reports, and expense reports
Draft and edit correspondence related to client matters; perform word processing for drafts, revisions, and final documents, including proofreading and redlining for accuracy
Coordinate meetings and appointments, receive clients and guests as requested, and maintain attorney calendars, including hearings and other commitments
Provide legal administrative support to summer associates, visiting attorneys, and attorneys whose assigned secretaries are absent
Perform other related duties as assigned
Qualification
Required
Minimum of three to five years of experience in patent prosecution with a strong working knowledge of U.S. Patent and Trademark rules, processes, and procedures
Working knowledge of general office procedures and strong familiarity with intellectual property legal terminology
Proficiency with IP-related systems and tools, including (or similar to): PCT Easy, EFS-Web, PAIR, Pattsy Wave, PatentHunter, CIP Patent Annuity Service, and USPTO, WIPO, and EspaceNet websites
Advanced proficiency in Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint
Experience supporting multiple attorneys is required
Advanced word processing and computer skills across multiple software platforms
Excellent written and verbal communication skills, including strong grammar, spelling, and punctuation
Strong attention to detail, organization, and follow-through
Professional phone etiquette and strong client service orientation
Working knowledge of legal filing and record-keeping practices specific to intellectual property matters
Ability to manage multiple priorities, meet deadlines, and adapt in a fast-paced environment
Ability to work collaboratively and effectively as part of a team, with flexibility and professionalism
High school diploma required
Preferred
Proficiency with firm technology platforms is strongly preferred, including DeskSite, Chrome River, and Carpe Diem
Prior experience managing expense reports, client billing, multi-line phones, conflict checks, and CRM systems (such as Interaction) is preferred
Two years of college or equivalent experience preferred but not required
Company
Haynes and Boone, LLP
Haynes and Boone, LLP is an international corporate law firm.
1001-5000 employees
H1B Sponsorship
Haynes and Boone, LLP 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)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2024 (6)
2023 (2)
2022 (1)
2021 (7)
2020 (2)
Funding
Current Stage
Late StageLeadership Team
Brian Gustafson
Partner
Recent News
2025-11-08
bloomberglaw.com
2025-11-05
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