IP Legal Secretary

$80,000 - $120,000/Yr

Binding Minds - San Francisco, CA

Full-time - Entry Level

San Francisco, CA

Administrative and Support Services

About the position

The IP Legal Secretary position in San Francisco, CA, is a full-time role that requires a deep understanding of Trademark procedures, terminology, and familiarity with USPTO filings and Redbook procedures. The successful candidate will be highly organized and capable of managing a busy Trademark desk, which includes handling calendars and prioritizing workloads effectively. The role involves preparing, creating, editing, and proofreading complex legal documents, client letters, and correspondence as directed, ensuring that all materials are accurate and complete. In addition to document preparation, the IP Legal Secretary will provide professional client relationship management with external clients. This includes utilizing ServiceNow software to open new matters, process conflict reports, and prepare engagement letters. The position also requires tracking conflict requests submitted for large technology clients and maintaining detailed charts on all relevant specifics. The secretary will work closely with Paralegals to prepare or coordinate responses to Auditor Requests and will be responsible for creating and maintaining client/matter lists and communication lists. The role demands excellent organizational skills to maintain both physical and electronic documents and files in a timely manner. The IP Legal Secretary will create and maintain working files and binders as requested, and utilize firm-provided software to accurately store email messages and retrieve files. Scheduling appointments and managing contacts through Outlook is also a key responsibility. Additionally, the secretary will assist with time note entry, including inputting, editing, proofreading, and closing time notes daily. There may be opportunities to assist with the management of complex billing details for senior partners, collaborating with timekeepers to manage the billing process, editing prebills, generating reports, and sending out final invoices. The role may also involve coordinating client, matter, and timekeeper inquiries, initiating client file transfer requests, and facilitating the secure transfer of case/client data in accordance with the firm's data security policy.

Responsibilities

• Manage busy Trademark desk, including calendars and workload prioritization.
• Prepare, create, edit, and proofread complex legal documents and correspondence.
• Provide professional client relationship management with external clients.
• Utilize ServiceNow software to open new matters and process conflict reports.
• Track conflict requests for large technology clients and maintain relevant charts.
• Prepare or coordinate Responses to Auditor Requests in conjunction with Paralegals.
• Create and maintain client/matter lists and communication lists.
• Organize and maintain physical and electronic documents and files.
• Create and maintain working files and binders as requested.
• Utilize firm software to store email messages and maintain files.
• Schedule appointments and manage contacts using Outlook.
• Assist with time note entry, including inputting and editing time notes.
• Collaborate with timekeepers to manage billing processes and edit prebills.
• Coordinate client, matter, and timekeeper inquiries.
• Initiate client file transfer requests and client disengagements.
• Facilitate secure transfer of case/client data according to firm policy.

Requirements

• High School Diploma required; Associate degree preferred.
• Minimum of 3 years recent Trademark Secretary experience.
• Experience working in a large law firm preferred.