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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 IP - Trademark team as a Legal Support Specialist located in our Atlanta 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 detailed 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 demonstrates initiative, adaptability, and innovation, we invite you to join our team.
This role will be based in our Atlanta office on an in-office basis. Regular office presence is required for day-to-day operations as well as for team meetings training opportunities and relationship building.
Position Summary
This position supports up to three or more attorneys in a secretarial capacity, providing a wide range of administrative, clerical, and document processing services in the IP-Trademark department. Candidates must demonstrate professionalism, excellent communication skills, attention to detail, technical savvy, the ability to handle multiple priorities, and work in an organized and efficient manner. Candidates should also be flexible to work overtime as needed.
Key Responsibilities
Provides general legal/administrative support to IP-Trademark attorneys, paralegals, and clients
Processes time entry, opens new clients/matters, drafts engagement letters, maintains calendar, collates information, writes reports, and prepares agendas
Reviews and summarizes (for client billing) 100-200 invoices per month and communicates with vendors regarding payment status
Manages phone lines for supported attorneys, field calls, and conveys messages as necessary
Communicates with clients and maintains client preferences and contacts
Schedules travel, processes expense reports, check requests, and business development activity
Processes incoming mail (original/electronic mail; postal and courier), reports communications from the USPTO to attorneys and clients, and ensures prompt responses to inquiries
Works with assigned billing specialist to prepare invoices, and send invoices to clients
Processes intake of new clients, assists with archiving emails, and searches and print reports
Assists in checking and updating the status of trademark cases with the U.S. Patent and Trademark Office, and foreign trademark offices when appropriate
Assists in quality assurance review of trademark filings and correspondence by noting any errors observed during the normal course of records maintenance duties
Prepares and transmits standardized correspondence relating to trademark prosecution to clients and attorneys including reporting letters, invoices, search reports and status reports
Maintains database of standardized form letters
Maintains legal files (both paper & electronic), organizes and files 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
Assists with other team 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 with 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 3 years of experience as a legal secretary, working in a business law practice. Exposure to Intellectual Property/Trademark a plus
Knowledge of steps involved in patent/trademark prosecution from application filing to issuance of patents/trademarks and associated forms for filing (domestic and foreign)
Established understanding of Intellectual Property litigation laws as they relate to individuals, partnerships, and corporations
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 specific databases, including Anaqua
Proficiency in Concur a plus for invoice management (bookkeeping or accounting skills could be applicable)
Exceptional computer skills with the ability to learn new software applications quickly
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.
