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Legal Secretary

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Haynes and Boone, LLP

Feb 7

  • Job
    Full-time
    Mid & Senior Level
  • Legal
    People, HR & Administration
  • London
  • Quick Apply

AI generated summary

  • You need 3-5 years of patent prosecution experience, strong IP knowledge, advanced tech skills, excellent communication, and organization. Must handle multiple attorneys and meet deadlines.
  • You will handle secretarial tasks, assist with filings and correspondence, manage client files and deadlines, coordinate travel and meetings, and support attorneys with administrative functions.

Requirements

  • At least three to five years of experience with patent prosecution work and a strong working knowledge of U.S. Patent and Trademark rules, processes and procedures. The secretary should possess working knowledge of general office procedures, as well as, strong familiarity with legal terminology related to Intellectual Property (IP). Must be knowledgeable in the following IP related technologies or similar technologies: PCT Easy, EFS Web, PAIR, Pattsy Wave, PatentHunter, CIP - Patent Annuity Service, USPTO, WIPO and Espace.net websites.
  • Working knowledge and experience with the Firm’s technology and applications strongly preferred (DeskSite; Chrome River; Carpe Diem). Prior experience with handling expense reports, client bills, multi-line phones and conflict-checking forms, as well as working with Interaction, or another CRM database, is strongly preferred. Prior experience supporting more than one attorney is required.
  • The legal secretary must possess advanced word processing/computer skills utilizing a variety of software programs including, but not limited to, MS Word, Excel, Outlook and PowerPoint. The individual must possess excellent written and verbal communication skills, including grammar, spelling and punctuation. Strong phone etiquette, attention to detail and follow through skills are required. Must be knowledgeable with legal filing and record-keeping practices as relevant to IP. Must be highly organized and able to successfully multi-task and meet set deadlines. Strong customer service skills, ability to be flexible and work effectively as part of a team is required.
  • The legal secretary should possess a high school diploma. Two years of college or equivalent preferred but not required.
  • Must be able to move around the office up to 15% of the time to make copies, fax, file, etc. Remains stationary at least 85% of the time. This position operates computers and other office productivity machines (e.g., fax machine, copier, printer) on a regular basis. Occasionally required to move documents or files weighing up to 15 lbs. This position requires constant communication and exchange of information with the firm attorneys, clients and staff. This position must be able to inspect and observe information on a computer screen at least 80% of the time.
  • Office environment. Overtime required.

Responsibilities

  • Perform secretarial functions associated with firm administrative tasks, including processing new client/matter requests, client bills, time reports and expense reports.
  • Takes dictation and transcribes, composes correspondence for client-related matters. Performs word processing of drafts, revisions and final documents for client-related matters, including correspondence, memoranda, bills, timesheets and project work, as needed. This includes proofreading and redlining work for accuracy - copy, format, etc.
  • Preparation of prosecution filings for review and approval by attorneys/agents (including preparation of IDSs, terminal disclaimers, restriction requirements, shell amendments, etc.).
  • Handles filing of all Foreign/U.S. applications through PCT Easy/EFS Web and keeping up with upgrades relating to electronic filing systems.
  • Monitors client files and deadlines in PAIR and Pattsy Wave.
  • Preparation and filing of assignment recordation on-line with the USPTO.
  • Calculates filing cost estimates.
  • Copies, distributes, sends (electronically and/or via mail, courier or express service), files and otherwise handles completed work.
  • Coordinates travel arrangements.
  • Maintains physical and electronic files, contacts, and maintains dockets of cases for attorney.
  • Coordinates meetings and appointments, and properly receives clients/guests, as requested; keeps appointment calendar for attorney (including hearings, court appearances and other commitments).
  • Handles incoming and outgoing mail.
  • Provides secretarial assistance to summer associates, visiting attorneys and attorneys whose secretaries are absent.
  • Performs other related duties as needed or assigned.

FAQs

What are the essential duties of a Legal Secretary at Haynes and Boone?

The essential duties include performing secretarial functions for attorneys, taking dictation, preparing legal documents, handling filings of applications, monitoring client files and deadlines, coordinating travel arrangements, maintaining physical and electronic files, and managing incoming and outgoing mail.

What qualifications are required for the Legal Secretary position?

A candidate should have at least three to five years of experience with patent prosecution work, a strong working knowledge of U.S. Patent and Trademark rules, and general office procedures. Familiarity with legal terminology related to Intellectual Property (IP) is also essential.

Is prior experience with technology important for this role?

Yes, working knowledge and experience with the firm's technology and applications, such as DeskSite, Chrome River, and Carpe Diem, is strongly preferred.

What educational background is preferred for this position?

A high school diploma is required, while two years of college or equivalent education is preferred but not required.

How important are computer skills for a Legal Secretary?

Advanced word processing and computer skills are crucial, including knowledge of software programs such as MS Word, Excel, Outlook, and PowerPoint.

Are there any physical demands associated with the Legal Secretary role?

Yes, the position requires the ability to move around the office up to 15% of the time, remain stationary for at least 85% of the time, and occasionally move documents or files weighing up to 15 lbs.

What are the working conditions for this position?

The working conditions are primarily in an office environment, and overtime may be required.

Does the Legal Secretary role require communication with clients?

Yes, constant communication and exchange of information with attorneys, clients, and staff is a significant aspect of the role.

How many attorneys will I be supporting in this role?

Prior experience supporting more than one attorney is required for this position.

What role does teamwork play in the Legal Secretary position?

Strong customer service skills and the ability to work effectively as part of a team are necessary to contribute to the firm's culture of respect and collaboration.

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Haynes and Boone, LLP

Law
Industry
1001-5000
Employees
1970
Founded Year

Mission & Purpose

Haynes Boone, is an international corporate law firm with 19 offices, spanning Texas, New York, California, Charlotte, Chicago, Denver, Virginia, Washington, D.C., London, Mexico City and Shanghai, providing a full spectrum of legal services in energy, technology, financial services and private equity. With about 650 lawyers, Haynes Boone is ranked among the largest U.S.-based firms by The National Law Journal, The American Lawyer and The Lawyer. It was recognized in the BTI Consulting Group’s 2022 “A-Team” report, which identifies the law firms that in-house counsel commend for providing superior client service. The firm is also recognized as a leader in DEI initiatives. It achieved Mansfield Rule 5.0 certification in 2022 after completing a rigorous 12-month collaboration with Diversity Lab.