Patent Prosecution Legal Administrative Assistant

Haynes Boone London

. Support Intellectual Property Attorneys and Patent Agents with patent prosecution and administrative duties under minimal supervision .

Posted 10/14/2026full-timeOrange County • California • United StatesMid-LevelSenior💰 $85,000 - $120,000 per yearWebsite

Core Competencies

Role fit

Core Competencies

Use this summary to align your resume positioning with the role.

Demonstrates expertise in patent prosecution, including preparation and filing of patent applications, and possesses strong knowledge of U.S. Patent and Trademark rules. Proficient in managing client communications, billing processes, and legal administrative support in a fast-paced environment.

Highest-signal resume keywords

Patent Prosecution ExperienceU.S. Patent And Trademark KnowledgeProficiency With PCT Easy And EFS-WebAdvanced Microsoft Office SkillsClient Billing And Expense Management

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Patent ProsecutionLegal Filing PracticesDocument PreparationDocket ManagementWord ProcessingClient BillingExpense ReportingRecord-KeepingCommunication SkillsAttention To Detail

Soft Skills

OrganizationClient Service OrientationTeam CollaborationProfessionalismAdaptability

Tools & Technologies

PCT EasyEFS-WebDeskSiteChrome RiverCarpe DiemInteraction CRMMicrosoft WordMicrosoft ExcelMicrosoft OutlookMicrosoft PowerPoint

Industry Keywords

Intellectual PropertyPatent LawTrademark LawLegal TerminologyOffice Procedures

About the role

Key responsibilities & impact

Support Intellectual Property Attorneys and Patent Agents with patent prosecution and administrative duties under minimal supervision
Prepare patent prosecution filings for attorney and patent agent review and approval, including IDS, terminal disclaimers, restriction requirements, and shell amendments
Manage electronic filing of U.S. and foreign applications through PCT Easy and EFS-Web
Monitor filing deadlines for U.S. and foreign patent, trademark, and copyright matters using docket reports
Assist with docket review and clearance and communicate relevant information to the Docketing Department
Review, prioritize, route, and follow up on incoming correspondence
Report and respond to clients in a timely manner
Transmit documents electronically to clients, courts, the USPTO, Secretary of State, Copyright Office, and other agencies
Create, maintain, and organize electronic and physical files and client information
Assist with client billing and time entry, including auditing and revising billing instructions
Coordinate incoming and outgoing file transfers
Delegate tasks to clerks, monitor work product, and ensure deadlines and quality standards are met
Prepare and file assignment recordations electronically with the USPTO
Calculate filing cost estimates and coordinate related documentation
Manage completed work product through electronic, mail, courier, or express delivery methods
Maintain electronic files, contacts, and case dockets for assigned attorneys
Process new client and matter requests, client billing, time reports, and expense reports
Draft and edit client correspondence and perform word processing, proofreading, and redlining
Coordinate meetings and appointments, receive clients and guests, and maintain attorney calendars
Provide legal administrative support to summer associates, visiting attorneys, and attorneys whose assigned secretaries are absent
Report directly to the Office Administrator and indirectly to assigned attorneys
Perform other related duties as assigned

Requirements

What you’ll need

Minimum of three to five years of experience in patent prosecution
Strong working knowledge of U.S. Patent and Trademark rules, processes, and procedures
Working knowledge of general office procedures and intellectual property legal terminology
Proficiency with IP-related systems and tools, including (or similar to): PCT Easy, EFS-Web, PAIR, Pattsy Wave, PatentHunter, CIP Patent Annuity Service, and USPTO, WIPO, and EspaceNet websites
Proficiency with firm technology platforms is strongly preferred, including DeskSite, Chrome River, and Carpe Diem
Advanced proficiency in Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint
Prior experience managing expense reports, client billing, multi-line phones, conflict checks, and CRM systems such as Interaction is preferred
Experience supporting multiple attorneys is required
Advanced word processing and computer skills across multiple software platforms
Excellent written and verbal communication skills, including strong grammar, spelling, and punctuation
Strong attention to detail, organization, and follow-through
Professional phone etiquette and strong client service orientation
Working knowledge of legal filing and record-keeping practices specific to intellectual property matters
Ability to manage multiple priorities, meet deadlines, and adapt in a fast-paced environment
Ability to work collaboratively and effectively as part of a team, with flexibility and professionalism
High school diploma required
Ability to move throughout the office up to 15 percent of the time
Ability to remain stationary approximately 85 percent of the time while operating computers and other office equipment
Ability to occasionally lift or move materials weighing up to 15 pounds
Frequent verbal and written communication with attorneys, clients, and staff
Ability to view and interpret information on a computer screen for extended periods

Benefits

Comp & perks

Overtime may be required based on business needs
Inclusive workforce and respectful, team-oriented culture