Legal Administrative Assistant - Intellectual Property & Technology

About the position

Dentons Bingham Greenebaum LLP is seeking an experienced Legal Administrative Assistant to join their Intellectual Property & Technology department in Indianapolis. This role is crucial for supporting the delivery of high-quality legal services by providing administrative and specialized secretarial assistance to attorneys and paralegals. The position requires critical decision-making skills, independent judgment, and the ability to work collaboratively in a team-oriented environment. Candidates should be detail-oriented, possess excellent writing and verbal skills, and have strong analytical and organizational abilities.

Responsibilities

• Maintain positive contact and communications with clients
• Track critical dates and maintain schedules and calendars for multiple attorneys and transactions
• Meet client deadlines and adapt to industry changes
• Manage IP databases (PATTSY WAVE preferably) and track documents accurately, ensuring accuracy of records
• Perform thorough and accurate legal and business research and analysis related to intellectual property, technology, and related business matters
• Draft, proofread, and revise intricate legal documents and reports, including patents, trademarks, and copyrights
• Ensure timely delivery of outgoing mail, messenger deliveries, overnight deliveries, etc.
• Ensure timely, courteous, and thorough responses to a heavy volume of email correspondence
• Provide direct support to IP&T attorneys in a high-volume, time-sensitive atmosphere
• Maintain accurate and current records and information, including electronic (iManage) and hard copy filing of documents
• Coordinate execution of agreements and official documents
• Conduct invoice review for billing accuracy
• Open new client matters
• Provide back-up secretarial assistance to other attorneys as assigned
• Perform other duties and responsibilities as assigned

Requirements

• Associate's degree or certification in legal studies or a related field
• 5+ years of legal secretary experience in intellectual property & technology
• Intimate familiarity with patent, trademark, and copyright processes
• Familiarity with PATTSY WAVE
• Prior law firm experience preferred
• Excellent organizational skills and attention to detail with superior proofreading skills
• Proficiency in legal software and databases (e.g., Microsoft Office Suite & PATTSY WAVE)
• Excellent written and verbal communication abilities
• Ability to handle confidential information with discretion
• Adaptability and ability to work in a fast-paced environment
• Team player with a positive attitude
• Knowledge of legal terminology and procedures
• Effective time management skills
• Proven success as an independent worker
• Ability to multi-task and balance multiple projects and priorities simultaneously
• Concrete understanding of Partner level communication styles, expectations, turnaround demands and sense of urgency
• Learns quickly, aptitude for detail-oriented projects, and eager to grow with this practice group

Nice-to-haves

• Certified Legal Assistant (CLA) or Certified Paralegal (CP)
• Certified Administrative Professional (CAP)

Benefits

• 401(k)
• Dental insurance
• Disability insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance