Patent Practice Assistant (Legal Assistant/Secretary)

Stoel Rives LLP has an immediate opening for a Patent Practice Assistant in our Seattle office. This position provides legal and administrative support to patent attorneys in the Technology & Intellectual Property practice group. This position reports to the Practice Assistant Supervisor

ESSENTIAL FUNCTIONS/RESPONSIBILITIES

Client Service

Communicate with clients and outside counsel via phone and email; work with clients to obtain signatures on legal documents; coordinate client travel for in-person meetings and hearings; and coordinate client holiday cards and gifts.

Timekeeping and Billing

Proofread, and close timekeepers’ time entries in billing software; review, proofread, distribute, and track proformas and client invoices; manage complex proformas, incorporate edits, and mail out client invoices as needed; research and resolve billing problems and questions from clients and accounting as needed; and process expense reports and invoice disbursement requests.

Word Processing

Keyboard correspondence and simple to complex legal documents and forms from transcription, handwritten drafts, or notes; apply track changes, formatting, and styles; proofread, format, edit, label and redact documents; transcribe voice mail messages; and compare documents using document comparison software and produce redline comparison.

Patent Support

Request and review new docket records; review docket reports and relay docket instructions; monitor incoming U.S. Patent Office and foreign associate correspondence for urgent items; conduct patent and assignment database searches; facilitate compliance with document storage or docketing in client IT systems; maintain reference database for information disclosure statements; create and track fixed fee and other client invoices; request, track, and instruct maintenance fee and annuity payments.

Teamwork

Work with and provide coverage for practice assistant team during times of need, such as heavy workload and unplanned or planned absences; delegate and coordinate projects with support departments; assist coworkers and timekeepers with questions related to technology or firm procedure; and participate in team meetings.

File and Document Management

Scan, copy, fax, print, and organize documents; request and review conflicts reports; open new client/matters using firm’s electronic records system; maintain electronic and physical files; retrieve documents from document management system and hard copy files; prepare and maintain notebooks; and transmit voluminous electronic documents via secure file sharing website.

Other Administrative Support

Maintain timekeepers’ calendars and; review documents and correspondence for important deadlines and information; maintain Outlook and Interaction contacts and working lists; distribute internal and external mail electronically and/or by hard copy; schedule meetings and coordinate reservations for conference rooms and lunches; track Continuing Legal Education (CLE) credits and prepare compliance reports to state bar associations; prepare and submit appropriate request form for business development or professional development expense approval; answer phone calls and relay phone messages; arrange travel; update and maintain practice group page on the firm’s intranet; and comply with firm policies, including confidentiality, insider trading issues, etc.

Other duties as assigned.

ESSENTIAL CAPABILITIES

Keep personally identifiable information, personal health information, and attorney/client privileged information confidential; prioritize daily responsibilities and special projects and readjust as priorities change; coordinate resources to meet deadlines; perform multiple tasks in a high-pressure, fast-paced environment; maintain a calm, courteous, and professional demeanor at all times; be a constant-learner, flexible, proactive, efficient and resourceful; take initiative, and follow through; solve problems; work independently and in an interactive team environment; have prompt, regular, and predictable attendance; have strong organizational, grammar, and proofreading skills; pay attention to detail; have outstanding interpersonal and client service skills; have clear, effective, and professional verbal and written communication skills; and be proficient and fluent in reading, writing, and verbal communication in English.

Technical Knowledge

• Accurately type 50+ wpm

• Proficiency in common office software, including Microsoft Office suite and Adobe Acrobat

• Experience with law firm software, such as iManage, Emburse, Laurel, Aderant, Intapp, Rendezvous, Box, Workshare Compare, Metadata Assistant, and InterAction is preferred

Physical/Mental Capabilities

Operate a telephone, personal computer, and all types of photocopy equipment and other necessary office equipment; read and comprehend handwritten and typed notes or instructions; type on a computer keyboard in a sitting or standing position for extended periods of time during a 7.5‑hour workday; learn and effectively use firm style and software applications; accurately proofread documents; accurately record and deliver phone messages; carry files, binders, and pouches of files for short distances.

EDUCATION & EXPERIENCE

• High school diploma or GED equivalent

• At least two years of experience providing legal administrative support in an intellectual property practice, preferably in the area of patent law

• Certificate or college degree in administrative assistant, legal assistant/secretary, or paralegal program, or related field in lieu of one year of work experience

• Basic understanding of accounting is a plus

NORMAL WORK HOURS

This is a hybrid position, non-exempt, and eligible for overtime compensation. Regular office hours are 8:30 - 5 p.m., Monday through Friday.

How You Will Live Life Well at Stoel Rives: Compensation, Benefits, and More!

The pay range for this position is $59,000 - $98,000; however, the base compensation presented to a candidate may vary based on skills and overall experience. This salary range is based on market location.

In addition to base compensation, Stoel Rives has a total rewards program that includes an annual discretionary bonus and rich benefits offerings. For example, our benefits offerings include paid family & medical leave, competitive PTO, and remote work options. We offer competitive and robust medical, dental, vision, life long-term disability, AD&D, EAP, FSA and Voluntary Life, ADD, and LTC options. We also provide a generous firm-contributed health savings account, a pre-tax transportation/parking plan including an employer monthly subsidy of $100 for individuals who work 3+ days/week in the office, and an annual contribution into the employee’s retirement plan.

No recruiters please.