IP Administrator Assistant

The IP Administrator Assistant is an entry-level position providing basic overflow IP practice support while gaining a base knowledge of Intellectual Property.


  • Reviews and processes standard U.S. Patent and Trademark Office 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 or litigation in accordance with firm policy and procedure.
  • Assists with practitioner time entry.
  • 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 U.S. and foreign intellectual property offices and U.S. courts.
  • 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.  
  • May manage projects or participate in pilot programs.
  • Adheres to established work schedule, but with the flexibility required to satisfy client needs as well as workload demands.
  • Additional responsibilities as needed.


  • Bachelors’ degree preferred.
  • Flexibility and capacity to respond calmly, efficiently, and effectively in stressful situations.
  • Strong interpersonal skills and the ability to work effectively with different levels of constituencies.
  • Exceptional oral and written communication skills.
  • 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.
  • Ability to maintain confidentiality of matters and other firm business information.
  • Punctual and reliable and able to meet set deadlines and work effectively under pressure. 
  • Highly proficient in MS Outlook, Word, and Excel as well as basic computer and database management skills.

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.