At MoFo, we couldn’t write our own success story without yours. Ready to write your story?
Join MoFo as a PATENT ADMINISTRATIVE SECRETARY on our Patent Support team!
This role can be based in Washington, D.C.
https://www.mofo.com/offices
ABOUT THE ROLE
- Collaborates with team members and filing specialists to provide designated and “as needed” administrative services to assist in delivering exemplary service.
- Answers telephones and relays messages. Arranges conference calls.
- Copies, scans, faxes, and prints documents and attachments.
- Prepares materials for mailing and overnight delivery, including printing, assembling, copying, and ensuring appropriate delivery.
- Receives deliveries of items such as faxes, files, and boxes and routes them appropriately.
- Makes conference room reservations. Coordinates meals, multimedia, and other services as requested.
- Coordinates travel arrangements through the Firm’s travel department as requested.
- Prepares expense reimbursements, arranges for payment of invoices, and prepares check requests as needed.
- Performs general word processing, including creating, editing and proofreading practice-specific legal documents, forms, and correspondence, ensuring accuracy and completeness.
- Assists with billing process, including editing prebills, generating reports, and sending out final invoices.
- Assists with creating and maintaining client/matter lists and communication lists.
- In conjunction with the Records Department, assists with organizing and maintaining physical and electronic documents and files in a timely manner. Creates and maintains working files and binders as requested. Utilizes Records Management to accurately store email messages and maintain and retrieve files.
- Assists with the organization and preparation of materials for storage. Assists with maintaining high density storage area.
- Utilizes Outlook to schedule practitioner appointments and calendar dates. Access to practitioner inboxes for organization/management of emails. Maintains contacts in Outlook.
- Assists with timenote entry, including inputting timenotes, editing, proofreading, and closing them on a daily basis.
- Assists with the organization and planning of events. Assists with collection of marketing materials.
- Obtains approvals and coordinates attendance for outside training programs (MCLE).
- Proactively communicates with practitioners for miscellaneous projects and additional assignments.
- Creates and maintains partner Weekly Dockets and coordinates same with numerous working/assisting attorneys/agents.
- Processes Conflict Checks and New Business Memos for new clients and general correspondence matters.
- Processes Audit Response Requests.
- Researches using patent resources/databases (i.e. PAIR, EFR, Inprotech) for patent-related information upon practitioner request
- Consistently promote and model the Firm's Client Service Principles in leadership, teamwork, work product, and personal interaction.
- Ensure compliance with the Firm's Information Handling Policy, including safeguarding confidential and personal information, and reporting any suspected breach appropriately and immediately.
- Adhere to the Firm's General Safety Practices and any unique safety practices for department and building.
- Provides back-up and overflow coverage as needed.
- Assumes additional Firm responsibilities as requested.
ABOUT YOU
- High School Diploma required.
- Minimum of 3 years administrative experience.
- Experience working in a professional services environment preferred. Previous law firm experience desired
- Strong attention to detail and organizational skills.
- Excellent teamwork skills and commitment to delivering results by assisting co-workers.
- Client service orientation and ability to communicate effectively with staff at all levels.
- Ability to multi-task, prioritize work, and meet deadlines.
- Ability to work under pressure and complete job assignments in an accurate and timely manner.
- Proficient with Windows-based software used by the firm, including MS Word, PowerPoint, Excel, Outlook and Mac Pac. Proficient with patent-related databases and resources used by the firm, including Inprotech, First-to-File and PAIR. Working knowledge of database, and time and attendance tracking applications.
- Typing speed of 45 wpm with high level of accuracy.
- Flexibility regarding work schedule and availability to work overtime required.
- Ability to work effectively in a team environment.
ABOUT MOFO
At MoFo, we collaborate as one firm, across borders, practice areas, and business functions and value fresh ideas and innovation over conformity and competition.
ABOUT OUR BENEFITS
MoFo offers a comprehensive benefits package starting on your first day.
- A variety of options for medical, dental, vision, life and disability coverage to meet the needs of you and your family.
- Industry-leading parental leave and family benefits including adoption and fertility treatment options and backup child and elder care.
- Global wellness program, including free access to Talkspace and Calm apps.
- Annual community service day to make an impact on your community and a birthday holiday just for fun.
- Education reimbursement annually.
- Dedicated Talent Development team.
- Competitive annual profit-sharing contribution.
