Legal Support Specialist

Greenberg Traurig (GT), a global law firm with locations across the world in 15 countries, has an exciting employment opportunity for you. We offer competitive compensation and an excellent benefits package, along with the opportunity to work within an innovative and collaborative environment. 

Join our Intellectual Property Team as a Legal Support Specialist located in our Chicago office.

We are seeking a highly skilled professional who thrives in a fast-paced, deadline-driven environment. The ideal candidate possesses strong problem-solving and decision-making abilities, ensuring efficiency and accuracy in every task. With a dedicated work ethic and a can-do attitude, you will take initiative and approach challenges with confidence and resilience. Excellent communication skills are essential for collaborating effectively across teams and delivering exceptional client service. If you are someone who demonstrate initiatives, adaptability, and innovation, we invite you to join our team.  

This role will be based in our Chicago office, on a hybrid basis. 

Position Summary 

The Legal Support Specialist will support attorneys in a secretarial capacity, providing a wide range of administrative, clerical and document processing services in the Intellectual Property Department. Candidate should also be flexible to work overtime as needed.  

Key Responsibilities

•    Provides general legal/administrative and patent/trademark prosecution support to attorneys, patent agents, IP timekeepers, and clients
•    Maintains legal files (both paper & electronic), organizes and file documents in designated order, as well as prepares, enters, proofreads and processes legal and administrative correspondence
•    Assists with coordination of incoming and outgoing file transfers
•    Prepares and e-file patent office documents, adhering to legal document standards to ensure proper format and completeness for court acceptance
•    Manages document deliveries and tracks final executed documentation
•    Assists in preparing closing transcripts and legal documents to database for litigation transactions
•    Processes time entry, opens new matters, drafts engagement letters and audits responses, maintains calendar, collates information, writes reports, and prepares agendas
•    Communicates with clients, opposing counsel, courts, and liaisons, and maintains client preferences and contacts
•    Researches, generates, and updates case status reports and IP schedules for clients, attorneys, and other IP timekeepers, and sends reminders to timekeepers as necessary
•    Processes incoming mail (original/electronic mail; postal and courier), reports communications from the USPTO to attorneys and clients, and ensures prompt responses to inquiries
•    Processes intake of new clients, assists with archiving emails, and searches and print reports
•    Works with assigned billing specialist to prepare invoices, create cover letters, mail invoices, and manages demand bills
•    Schedules travel, process expense reports, check requests, and business development activity
•    Handles state and federal court filings, including e-filings
•    Manages electronic case files, updates litigation binders, and prepares and maintains discovery and other document tracking charts
•    Maintains and updates foreign and U.S. trademark prosecution files and case materials both in physical files and in electronic records management systems
•    Prepares and transmits standardized correspondence relating to patent and trademark prosecution to clients and attorneys including reporting letters, invoices, search reports and status reports
•    Reviews the docket daily to track all deadlines associated with patent prosecution and assist with the daily clearance of deadlines
•    Maintains database of standardized form letters and assist with client invoices
•    Assists in quality assurance review of patent filings and correspondence by noting any errors observed during the normal course of records maintenance duties
•    Assists in checking and updating the status of patent cases with the U.S. Patent and Trademark Office, and foreign patent offices when appropriate
•    Assists with other department activities as needed, and performs additional duties and responsibilities as assigned

Qualifications

Skills & Competencies

•    Provide outstanding client service, meet high quality standards for services, and meet or exceed client expectations; proactive in seeking innovative ways in which to help others
•    Analytical and strong problem-solving skills, takes initiative and uses good judgment, excellent follow-up skills
•    High attention to detail, outstanding organizational skills, and the ability to manage time effectively
•    Excellent interpersonal and communication skills (oral and written), and professional demeanor and presentation, including active listening and ability to convey information clearly
•    Ability to work under pressure to meet strict deadlines and effectively prioritize multiple tasks
•    Recognize confidential, sensitive, and proprietary information and maintain confidentiality
•    Execution-oriented, self-starter, and self-navigator who can prioritize tasks and balance the demands of multiple projects and stakeholders

Education & Prior Experience

•    Bachelor’s Degree or equivalent experience is preferred
•    Minimum of 5 years of experience as a legal assistant, working in a business law practice with exposure to Intellectual Property litigation
•    Established understanding of Intellectual Property litigation laws as they relate to individuals, partnerships, and corporations
•    Substantive knowledge of state and federal court, and CM/ECF e-filing procedures
•    Knowledge of U.S. and foreign patent and trademark prosecution procedures
•    Comprehension of a variety of legal court documents, including complaints, answers, rulings, judgments, affidavits, motions, appeals, table of contents/authorities, subpoenas, court dockets, reports, memos, and correspondence
•    Knowledge of steps involved in patent/trademark prosecution from application filing to issuance of patents/trademarks and associated forms for filing (domestic and foreign)

Technology

•    Proficiency in Windows-based software and Microsoft Office Suite, including Word, PowerPoint, Excel, and Outlook, Adobe Acrobat/Pro, document management and time entry systems, and IP Prosecution specific databases, including Anaqua
•    Exceptional computer skills with the ability to learn new software applications quickly

The expected pay range for this position is:

$35.08 to $41.93 per hour

Actual pay will be adjusted based on experience, location, and other job-related factors permitted by law.  Full time employees may be eligible for a discretionary bonus, health insurance with an optional HSA, short term disability, long term disability, dental insurance, vision care, life insurance, Healthcare and Dependent Care Flexible Spending Accounts, 401K, vacation, sick time, and an employee assistance program.  Additional voluntary programs include:  voluntary accident insurance, voluntary life, voluntary disability, voluntary long term care, voluntary critical illness and cancer insurance and pet insurance.  Commuter and Transit programs may also be available in certain markets.

GT is an EEO employer with an inclusive workplace committed to merit-based consideration and review without regard to an individual’s race, sex, or other protected characteristics and to the principles of non-discrimination on any protected basis.