We are seeking an IP Practice Team Specialist  to join the IP Practice Services team.

Position Summary: The IP Practice Team Specialist (IP PTS) serves as the centralized point of contact responsible for providing high-level non-billable administrative practice management support to assigned IP practitioners. The IP PTS supports entire practice group and serves as the administrative liaison between clients and the firm.

Position Responsibilities:

Administrative and practice support:

• Take initiative to handle/support non-billable functions of the IP practice groups allowing the practitioners to focus on business development and billable client work.
• Key point of contact for senior attorneys and practitioners, perceptively anticipate their need, liaison between partners and others inside and outside the firm, e.g. communicate with clients as needed
• Key administrative liaison for the integration of new practitioners
• Proactively oversee new client engagement and conflicts checks, draft and finalize waiver letters.
• Draft audit letters and support the audit letter approval process.
• Coordinate with and assist client transition team with intake, transfer, and disengagement tasks, for example, communicating with foreign agents as needed.
• Create and maintain client and partner reference guides in coordination with the client teams.
• Provide transition support to departing practitioners including monitoring email and voicemail accounts post departure.
• Oversee all aspects of practice group meeting preparation and logistics (e.g., agenda, conference rooms, catering, outlook invitations, presentation materials)
• Support practitioners as needed to meet professional development requirements.
• Arrange for and manage complex travel (domestic & international)

Billing and finance support:

• Proactively keep the pre-bill review process moving to lessen the attorney’s workload and take responsibility of timely returning pre-bills to Accounting.
• Work in partnership with Financial Services and client account specialists to compile reports and analyze data as needed.
• Serve as the liaison between client and collections on special billing requirements, discrepancies, write-offs, and discounts as directed.
• Request and analyze client billing charts and monitor client matter budgets.
• Assist with the practice expense approval process.
• Take initiative to process expense reimbursements.
• Assist in the international invoice approval process, approve credit memos from international agents.

Prosecution support:

• Monitor and maintain status charts for clients and practitioners to ensure prioritization and completion of timely filings; coordinate with the client service specialists and trademark paralegals, as appropriate regarding same; prepare reports of previous filings and upcoming deadlines.
• Generate docket and status reports as needed.
• Perform research and extract relevant IP information from official patent and trademark databases.

Business development and marketing support:

• Coordinate and participate in specific initiatives related to client development efforts led by, and in conjunction with, members of the Marketing and Business Development team.
• Prepare and maintain reports relating to pitches made to clients and potential clients as requested.

Special projects:

• Conduct research for a variety of purposes, e.g., IP research on public and private databases, gather potential and current client information such as corporation/subsidiary information to update our records or for conflict checks, create a dossier for a partner or a client presentation
• Centralized point-of-contact for opening all IP pro bono matters.
• Tracking diligence projects

General responsibilities:

• Act as a back-up to other IP PTS(s)
• Maintain high standards for internal/external client service and quality control.
• Champion and promote diversity, equity and inclusion to help drive positive change.
• Prepare and deliver oral and written communications that are concise and convey tenacity, enthusiasm, and innovative thinking.
• Consistently meet deadlines and effectively complete operational and project-based assignments
• Adhere to IP principles, specific policies, procedures, and best practices.
• Actively participate in team training sessions and meetings and provide appropriate feedback or topic ideas.
• Immediately report all risk management-related concerns following proscribed risk reporting process
• All other duties as assigned or required.

IP Practice Team Specialist Trainee designation (2+ years relevant IP experience):

The Trainee position carries out the same position responsibilities and functions as noted above; however, a Trainee’s work product is closely monitored by a supervisor or manager and the Trainee has a reduced volume of work or caseload. 

Non-Senior IP Practice Team Specialist designation (3+ years relevant IP experience):

The Non-Senior Specialist carries out the position responsibilities and functions noted above and demonstrates the ability to consistently manage a regular workload and work independently.

Senior IP Practice Team Specialist designation: (5+ years relevant IP experience):

The Senior Specialist carries out the position responsibilities and functions noted above.  In addition to performing the duties on this job description, a Senior IP Practice Team Specialist is expected to lead by example in support of team initiatives and best practices, to add value by taking on special projects/initiatives for the benefit of the Practice Team Specialist group and the IP Practice more broadly as directed by IP Leadership, and to participate in the training and mentoring of more junior colleagues.

Skills & Experience

Required:

• After orientation exhibit proficiency in the Microsoft Office suite, iManage and other firm applications
• Available to work overtime, as required
• Relevant executive administrative experience (See minimum years of experience requirement by level above)

Preferred:

• Bachelor’s Degree

IP experience strongly preferred