IP Administrator Assistant

The IP Administrator Assistant is an entry-level position providing clerical and basic overflow IP practice support while in training. 


  • Reviews and processes standard U.S. Patent and Trademark Office (USPTO) communications according to departmental best practices, including, but not limited to, completion of checklists.
  • Drafts basic correspondence for reporting to clients.
  • Organizes and maintains paper and electronic files relating to clients’ intellectual property in accordance with firm policy and procedure.
  • Assists with practitioner time entry.
  • Assists with processing receipt and mailing of original documents.
  • Makes copies, faxes documents, and pulls files or other information as necessary.
  • Performs general administrative duties or tasks as required, which may include but is not limited to calendaring/scheduling, processing bills and reimbursements, preparing mail packages.
  • Provides document production services, including styling and formatting of documents, proofreading and checking for appropriate formatting, spelling and grammatical errors.
  • Files documents with USPTO.
  • Prepares legal documents, reports, and correspondence.
  • Utilizes a range of software applications including Microsoft Outlook, Microsoft Word, Microsoft Excel, CPi (general case information and docketing database), Elite Enterprise (billing and records database), DeskSite (document management system), IPDAS (document generation and contact database), and other practice- or firm-specific applications.
  • Coordinates with colleagues and/or departments to ensure successful completion of assigned tasks and other requests in a timely manner.
  • Researches and retrieves information for the completion of assigned tasks utilizing practice-specific resources.Such resources may include the firm Intranet, firm training materials, legal rules books (e.g., the MPEP, etc.), the USPTO website, etc.
  • Adheres to established work schedule, but with the flexibility required to satisfy practitioner, client, and/or group/department needs as well as workload demands.
  • Performs general administrative and support duties or tasks as required and requested.
  • Takes on additional responsibilities as needed and assigned.


  • Bachelors’ degree preferred.
  • Proficient in MS Outlook, Word, and Excel as well as basic computer and database management skills.
  • Strong oral and written communication skills.
  • Strong interpersonal skills and the ability to work effectively with different levels of constituencies both as an individual contributor and in a team setting.
  • Excellent organizational skills with meticulous attention to accuracy and detail.
  • Strong time management, prioritization, problem-solving, and organizational skills and the ability to work effectively in a high-pressure environment.
  • Flexible with a capacity to respond calmly, efficiently, and effectively in stressful situations.
  • Punctual and reliable and able to meet set deadlines and work effectively under pressure.
  • Strong analytical thinker.
  • Ability to maintain confidentiality of matters and other firm business information.


Location: Boston, MA 

To apply for this opening, please click here.

Physical Demands: The firm will strive to provide reasonable accommodations, as requested, to enable an employee with a disability to successfully perform this position in our office setting.  Frequent communication is an essential aspect of this position and employees must be able to exchange timely and accurate information in a variety of situations. This position may also encompass maintaining a stationary position for long periods of time (at least up to 50% of the workday) with occasional movement, as well as lifting and/or moving objects that weigh up to 25 pounds.  Other essential functions may apply and employees working remotely have the same or similar requirements. 

Work Environment: The office work environment of the firm is characteristic of the environment the job holder will encounter. In this typical office setting, an employee will encounter standard office equipment and any noise associated with that equipment. The noise level is usually quiet to moderate.  The office setting of Wolf Greenfield requires the ability to manage multiple work priorities along with frequent interruptions.