Legal Assistant - Intellectual Property

Founded in 1965 in Buffalo, New York, Lippes Mathias is a full-service law firm with 14 offices and nearly 200 attorneys. We grow and thrive every day by way of our unique culture, which puts a premium on collegiality, collaboration, and support for our employees at every turn. You’ll quickly notice that we approach law differently at Lippes Mathias—we think ahead and arouand corners for our myriad regional, national, and international clients in a range of different industries. Rather than providing endless options and choices, we serve as business partners to our clients, delivering them the answers to their legal questions that advance their business outcomes.

To learn more about Lippes Mathias, visit our recruiting website!

The NYC office of Lippes Mathias LLP is seeking a Legal Assistant to join our Intellectual Property (IP) Practice Group. The successful candidate will be hardworking, motivated, and ambitious with several years of experience in administrative support for litigation documents, electronic filings with the USPTO, time entry/billing and general administrative support for law firm partners. Applicants must be well organized, tech-savvy, and work well in both a team setting and independently.

Responsibilities and Duties

• Types correspondence, reports, opinions, agreements, memoranda, applications, and all legal documents required for Intellectual Property law practice
• In attorney’s absence, handles client telephone inquiries, records messages, and follows up as required; makes appointments for clients
• Makes airline and hotel reservations
• Maintains good public relations with clients; observes confidentiality of attorney-client relationship
• Reviews and prioritizes incoming mail. Ensures that outgoing mail – local, foreign, express mail, or special courier – is timely deposited for delivery
• Maintains client and general files. Enters new client/matter data into computer system. Prepares and maintains client contact information. Conducts periodic review for possible storage of older files; prepares files to be closed.
• Reviews monthly docket report; establishes and maintains calendar and deadline reminder system; informs Docketing of new and completed matters
• Enters attorney/law clerk/technical writer/patent agent time into time and billing software/system; ensures time sheets are provided to appropriate person in timely manner; processes bills from BIM; proofs billing invoices; reviews and finalizes bills after attorney input.
• Performs Legal Assistant duties as requested
• Supports the preparation and filing of applications, responses, and other trademark and patent prosecution documents for filing with the United States Patent and Trademark Office (USPTO)
• Reports the filings to clients.
• Monitor their attorney’s docket in conjunction with the docketing department.
• Must have thorough knowledge of the USPTO rules and practices including docketing, public/private PAIR, national state prosecution and formality requirements.
• Experience with foreign patent prosecution and preparing and filing PCT applications is a strong plus.
• Order office supplies and monitor supply inventory
• Stock paper at all printers/copy machines
• Stock snack bins, coffee bars, monitor and replace toner cartridges
• Greet guests and vendors and direct them appropriately
• Collect, seal, and stamp outgoing mail
• Retrieve, sort, and distribute incoming mail
• Maintain general cleanliness of conference rooms and office
• Assist with document management and special support projects, i.e., scanning, copying, filing, etc.
• Complete pickup/delivery requests and general errands
• Clean out workspaces and offices for employee departures and arrivals
• Coordinate with the building regarding building access keys and parking passes, necessary repairs, and other requests

Our ideal Legal Assistant will have:

• Minimum 1-2 years of experience as a Legal Assistant; 2-3 years of experience in IP preferred
• Accurate typing speed of 65+ wpm
• High proficiency in Microsoft Word, Excel, PowerPoint and Outlook
• Ability to maintain composure under pressure and a positive attitude
• Reliable attendance record
• Experience with editing, revising, and drafting of legal documents
• Excellent written and verbal communication skills
• Ability to multi-task and to complete projects with little direction
• Ability to use discretion and handle confidential information
• Ability to meet deadlines and produce high quality work products
• Attention to detail and excellent organizational skills

Salary range DOE: $25-$30/hour

The pay range provided in this listing is a good faith estimate for this position based on the location that we are hiring for. Criteria included but not limited to, skill level, education, and experience, will determine where a candidate falls within the range.

Along with competitive pay, as a full-time employee you are eligible for the following benefits:

• Highmark BCBS PPO/POS plans > 4 medical plan options including 2 HDHP/HSA qualified plans
• Dental plan (including orthodontic coverage)
• Vision plan
• Health Savings Account (HSA)
• Healthcare and Dependent Care Flexible Spending Accounts (FSA)
• Paid time off (PTO) inclusive of vacation, sick and personal leave
• 401(k) with guaranteed safe harbor contribution plus profit sharing
• Term Life and AD&D
• Short-term and long-term disability
• Additional Voluntary benefits: Specified Disease, Hospital and Accident plans
• Employee Assistance Program including mental health support
• Legal work discount program