Baker Botts · 8 hours ago
Legal Secretary, Intellectual Property
Houston, TX
Full-time
Hybrid
Mid, Senior Level
5+ years expBaker Botts is a full-service, leading international law firm recognized for our understanding of the industries we serve, and they are seeking an experienced Legal Secretary for its Intellectual Property group. The role involves providing full administrative and document processing support to attorneys and paralegals in the Intellectual Property group.
Information TechnologyLaw EnforcementLegal
Responsibilities
Provides confidential administrative support to assignments, performing secretarial tasks of a confidential nature including, but not limited to, composing, editing or preparing documents and correspondence; this may require spending long periods of time at computer workstation
Reviews and revises monthly proformas; prepares correspondence for each and submits revised proformas and drafts letters to lawyer for approval; submits to accounting department for final invoices; mails/emails specific invoices to clients
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, 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 PAIR
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
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. This may require lifting file bank boxes containing client files
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 Secretarial Services Manager, Partner in Charge and Office Administrator
Qualification
Required
High School Diploma required; some college and/or PLS Certification desirable
Minimum of five (5) years' work experience in a law firm environment, or related professional experience
Knowledge of legal terminology and USPTO system 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
Ability to organize and prioritize numerous tasks and complete them under time restraints
Strong knowledge of Microsoft Office Suite, including MSWord, Outlook, Excel, PowerPoint, etc
Working knowledge of New Business Intake, LegalKey, InterAction, Intapp Time and Aderant software
Knowledge of Chrome River and Agilquest 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
Read, write and speak English at the college level
Benefits
Comprehensive benefits program designed to support and enhance the overall wellbeing of our employees and their families.
Company
Baker Botts
Baker Botts is a full-service international law firm in the energy, technology, and life sciences sectors.
1001-5000 employees
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)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (9)
2024 (5)
2023 (9)
2022 (3)
2021 (4)
2020 (8)
Funding
Current Stage
Late StageLeadership Team
Paul Eichelman
Chief Financial Officer
Nick Peacock
Chief Operating Officer
Recent News
2025-12-24
bloomberglaw.com
2025-11-19
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