Intellectual Property Administrative Assistant

Foley Hoag LLP seeks an Administrative Assistant to support the patent practice group on billing and other administrative tasks. This role requires the ability to provide support across our patent specific systems and our firm-wide billing system. The main responsibilities of this role are opening new clients and new matters for existing clients, ensuring that our billing system captures client specific reference numbers and resolving data discrepancies across our billing and patent specific systems. This position also includes entering diary time, submitting expense reports and assisting with patent data entry and review projects as well as general office administrative duties as assigned. The Administrative Assistant must be available to work overtime when required to meet the demands of this position.  

This role is hybrid eligible, with on-site presence in our Boston office required at least two days per week. Specific on-site days will be determined by your supervisor. Core working hours are Monday—Friday 9:00am—5:00pm ET. 

Responsibilities: 

• Opening new clients and new matters for existing clients in our New Business Intake/conflicts check system  
• Working with Finance and Billing to resolve discrepancies between the firm wide billing system and Patent Prosecution Group systems to ensure billing continuity. 
• Coordinating with Practice Support and Innovation group on projects affecting credit allocations, time and field of law codes. 
• Diary time entry for partners, ensuring that all time, costs and expenses are entered in accordance with the firm standards.  
• Submitting and tracking attorney expense reports.  
• Assisting with booking recurring meetings as needed.  
• Providing administrative and/or project-based support to the Patent Administration Team as needed.  

Qualifications: 

• 2+ years of office experience, established knowledge of Microsoft Word and Excel 
• Prior experience with billing related systems preferred 
• Attention to detail, ability to detect and resolve data discrepancies across systems 
• Professional manner 
• Ability to demonstrate discretion when necessary 
• Must work well independently as well as be a contributing member of a hardworking team 
• Work effectively under stressful time-sensitive conditions 
• Strong organization/ prioritization skills 
• Conscientious, strong work ethic 
• Ability to multi-task 
• Associate's degree 

The compensation range is $57,600 to $72,100 commensurate with related experience and qualifications. The salary of the candidate selected for this role will be set based on a variety of factors, including but not limited to internal equity, experience, specialty, and training. The above salary range (or hiring range) represents the firm's reasonable estimate of the range of possible compensation at the time of posting. 

Search firm submissions are not requested nor considered for this position.

Terms and Conditions | By submitting this application, I acknowledge receipt of and agree to the terms of Foley Hoag's Privacy Statement. I certify that answers given herein are true and complete to the best of my knowledge. In the event of employment, I understand that false or misleading information given in my application constitutes grounds for immediate termination. I hereby authorize Foley Hoag LLP to investigate the information on this application, my references, work record, education and other matters related to my suitability for employment. Furthermore, I understand that just as I am free to resign at any time, Foley Hoag LLP reserves the right to terminate my employment at any time and for any reason. I understand that no representative of Foley Hoag LLP has the authority to make assurances to the contrary. Foley Hoag LLP uses Greenhouse as a platform for our recruiting and hiring activities. Greenhouse may collect and use personal data that I provide, after anonymizing the data, to train their AI large language models. By applying to Foley Hoag LLP, I consent to Greenhouse’s use of my data in this manner. 

Accessibility | Foley Hoag is committed to affording equal access to job opportunities to qualified applicants with disabilities. Individuals with a disability who require accommodation or assistance in the job application process for a posted position may contact BusinessServicesRecruiting@foleyhoag.com. This information will be treated as confidential and used only for the purpose of determining an appropriate accommodation for the interview process. 

Foley Hoag LLP is an equal opportunity employer. This means that Foley Hoag LLP considers applicants for employment, and makes employment decisions without unlawful regard to sex, race, color, religion, citizenship, national origin, ancestry, sexual orientation, gender identity, age, marital or domestic partner/civil union status, military service, or veteran status, disability, and any other characteristic covered by applicable federal, state or local nondiscrimination laws.  

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability. 

We do not pay search firm or agency fees when speculative and unsolicited candidate profiles are submitted. Please be advised that at this time we are not considering new agreements with search firms/agencies not currently on our preferred supplier list for Business Services Professionals recruitment.