Legal Assistant

POSITION DESCRIPTION 
Legal Assistant

Department: Intellectual Property

Location: Rochester, NY

Classification: Nonexempt

Job Type: Full-time M – F, 8:00 AM – 5:00 PM

Company Overview:

Woods Oviatt Gilman, LLP is a leading and reputable full-service law firm dedicated to providing exceptional legal services to our clients. With a team of highly skilled and experienced attorneys, we strive to deliver comprehensive and effective solutions to meet the diverse needs of our clients. Headquarters are located in Rochester, NY with additional offices in Albany and Buffalo, NY.

We foster a collaborative and inclusive work environment where every team member is valued and respected. We encourage open communication, teamwork, and professional growth. Our firm promotes a healthy work-life balance and supports the well-being of our employees.

Summary:

We are seeking a Legal Assistant with outstanding organizational skills and keen attention to detail to join our growing Intellectual Property Department. Responsibilities include maintaining patent files, preparing patent application paperwork, and collaborating with inventors and clients. Additionally, the role involves communication with Intellectual Property associates, processing invoices, and offering general administrative support.

Duties and Responsibilities:

• Monitor and track attorney dockets for upcoming action items and deadlines
• Maintain patent electronic files in document management system
• Prepare the necessary paperwork to file patent applications and related documents
• Work with inventors and clients as necessary to complete required documents
• Prepare correspondence to our Intellectual Property foreign associates
• Process foreign associate and vendor communications and invoices
• Work with Accounting to generate bills
• Provide administrative support such as maintaining calendars, setting up meetings, coordinate courier deliveries, sorting and distributing mail

Requirements:

• Previous experience within Intellectual Property preferred
• Education: Bachelor's degree preferred
• Proficiency in using Microsoft Office Suite: Outlook, Word, Excel, and PowerPoint
• Ability to prioritize tasks, manage multiple deadlines and maintain meticulous records
• Exceptional verbal and written communication skills
• Flexibility to adapt to changing priorities in a fast-paced environment
• Ability to work independently and collaboratively with colleagues as needed

Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. This is a snapshot of the core functions and responsibilities. All inquiries will be handled with the utmost confidentiality. The compensation range for this position is $30-34 per hour, representing our good faith and reasonable estimate of the potential compensation at the time of posting. Actual compensation will be determined based on various factors, including the candidate's qualifications, experience, skill set, and office location.

Woods Oviatt Gilman LLP is an Equal Opportunity Employer. We value an open mind, dedication to work, and a collaborative spirit. We hire based on these qualities, a job’s requirements, our business needs, and an applicant’s qualifications. We do not tolerate discrimination or harassment of any kind—in the hiring process or in the workplace. We comply with the ADA and consider reasonable accommodation measures that may be necessary for eligible applicants/employees to perform essential functions. We participate in E-Verify. We will provide the federal government with employees’ Form I-9 information to confirm authorization to work in the U.S. We will only use E-Verify once an employee has accepted a job offer and completed Form I-9.