Intellectual Property Patent Legal Secretary (DFM #899)

Company Confidential

Leading, global law firm in downtown Dallas, recognized for their understanding of the industries they serve,  is seeking an Intellectual Property Patent Legal Secretary to support various partners and associates in a very busy practice area!


Essential Duties & Responsibilities:

  • Provides confidential administrative support to assignments, performing secretarial tasks of a confidential nature including, but not limited to, composing or preparing documents and correspondence.
  • 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 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.
  • 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.
  • 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.
  • Closes files per lawyer requests in Firm software, currently 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 Partner in Charge and Office Administrator.



  • 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 of court 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.
  • Advanced computer and software application skills.
  • Ability to organize and prioritize numerous tasks.
  • Strong knowledge of Microsoft Office Suite, including MSWord, Outlook, Excel, PowerPoint, etc.
  • Working knowledge of New Business Intake, LegalKey, Copitrak, InterAction, Intapp Time and Elite software.
  • Knowledge of Chrome River and BB Conference Scheduler 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.


Working Condition and Environment:

  • Fully vaccinated for COVID -19, subject to accommodation.
  • This role may be hybrid and will require a minimum of three days (or at least 60%) present in the office, and up to two days per week (40%) may be performed remotely.

This position is a full-time position requiring a 5-day work week (7.5 hours) and standard hours as outlined in the firm policy manual. Additional hours will be required when necessary to meet established deadlines or stay current with occasional peaks in workload.


Firm provides an excellent benefit package along with beautiful offices in downtown Dallas!


Salary:  $75,000-$85,000 DOE




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