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IP Secretary

Company: Confidential Location: Texas
Industry: Administrative / Clerical City/Region: Houston
Practice Area: Administrative Compensation: Competitive Compensation
Education: Undergraduate Degree

Our client in Houston has an immediate need for an IP Secretary.

Job Description:

  • Handle administrative tasks such as photocopies, billing, time recording and reimbursements.
  • Open new files and create file folders for attorneys and paralegals.
  • Transcribe dictation of patent applications, memorandum, and communications.
  • Proof for grammar on correspondence.
  • Schedule, initiate, and coordinate conference calls with various parties inside and outside of the firm.  Manage telephone and video conferences across multiple time zones.
  • Create and edit documents, mail merges, charts, graphs, tables, etc.
  • Strong communication skills needed to communicate with all levels of personnel.
  • Flexibility in working overtime as requested.

Additional Duties:

  • Generate assignments and declarations from forms and provide to client for signature;
  • Initial review of office action and create rough draft of response from form, including inserting text of office action and standard paragraphs;
  • Prepare and file information disclosure statements including foreign references;
  • Retrieve references from US and international databases;
  • Review issued patent for typographical errors from Patent Offices;
  • Forward Letters Patents to client with transmittal letter from form with paralegal input;
  • Send timely reminders to client and attorneys for action items;
  • Work with attorneys and paralegals to assist meeting docket deadlines;
  • Review US maintenance fees schedules and coordinate with paralegal timely notices to clients and payments;
  • Format US patent applications to PCT requirements;
  • Coordinate and handle receipt of requests from foreign counsel and obtain necessary documents including apostilled documents;
  • Review and coordinate timely annuities with staff for pending foreign applications and issued foreign patents;
  • Filing of patent documents in US Patent Office PAIR system;
  • Gathering documents from files or the Internet needed for a patent or trademark filing or response; and
  • Review status of trademark or patent records by looking in online databases.


Education & Experience:

  • Bachelor’s Degree required
  • 7+ years of experience supporting IP attorneys.
  • Experience entering time into DTE or other time capture system.
  • Ability to work under pressure and meet deadlines in a timely manger
  • Ability to read and comprehend complex materials involving legal and technical matters
  • Ability to accurately and thoroughly document and file information
  • Sound judgment and problem-solving skills.
  • Customer-focused attitude, with high level of professionalism and discretion.
  • Familiarity with MS Office suite.
  • Excellent communication skills.
  • Desire to work as a team with a results driven approach


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