Legal Secretary, Intellectual Property

Job Overview

Baker Botts, a full-service law firm, is seeking an experienced Legal Secretary for its Intellectual Property department. The position is hybrid, full-time, non-exempt, based in Austin, TX.

401 South 1st Street, Suite 1300, Austin, TX 78704.

• Provide confidential administrative support to attorneys and paralegals, including secretarial tasks.
• Format patent prosecution documents and draft responses to office actions.
• Establish, maintain, and process files, correspondence, databases, and records.
• Prepare documents and correspondence requiring knowledge of legal terminology.
• Request and monitor patent examination fees and annuity renewals.
• Monitor prosecution deadlines and review USPTO correspondence.
• Investigate prosecution-related issues in Patent Center.
• Schedule appointments and coordinate travel, lodging, and meals.
• Coordinate outsourced copy jobs and provide scanning of correspondence.
• Draft, edit, and disseminate information through presentations and written materials.
• Answer telephones and deliver accurate messages.
• Review and revise monthly prebills and submit invoices to clients.
• Input attorney time using the firm’s time entry software.
• Maintain good relations with clients, vendors, attorneys, and staff.
• Maintain workstation and perform physical tasks as required.
• Close files in the firm software.
• Reconcile and submit travel and expense reimbursements.
• Complete other projects as assigned.

• High School Diploma required; some college and/or PLS Certification desirable.
• At least three years of experience in a law firm environment or related professional experience.
• Knowledge of legal terminology, USPTO systems, and filing rules.
• Knowledge of electronic client invoicing.
• Strong organizational and records management skills.
• Effective communication skills with tact and diplomacy, orally and in writing.
• Maintain confidentiality of all information.
• Strong interpersonal skills and ability to work with a wide range of constituencies.
• Advanced computer and software application skills; proficiency with Microsoft Word, Outlook, Excel, and PowerPoint required.
• Working knowledge of New Business Intake, The Source, Intapp Time, Aderant, Emburse Enterprise, and CPI software.
• Familiarity with Anaqua beneficial.
• Proficiency with e‑filing in federal and state courts desired.
• Proofread typed material for grammatical or spelling errors.
• Organize and prioritize numerous tasks under time restraints.
• Work at a computer for considerable periods.
• Full‑time position with five‑day workweek and standard hours; may require additional hours.

• Extensive daily contacts with lawyers, staff, and colleagues in the local office and firmwide.
• Moderate to high degree of contact with clients and lawyers at other firms.
• Occasional contact with vendors, legal associations, and publications.

• Moderate physical activity; work at a computer for considerable periods.
• Lifts and carries file folders up to 20 pounds on occasion.
• Required telephone use and ability to lift, squat, kneel, and bend.

• Typical interior office work environment.
• Hybrid; minimum 80% present in office with up to 20% remote.
• Availability for overtime, weekends, and flexible scheduling.

Baker Botts offers a comprehensive benefits program designed to support employees and their families.

Baker Botts L.L.P. is an equal‑opportunity employer and considers all qualified applicants for employment without regard to race, color, gender, sex, age, religion, creed, national origin, citizenship, marital status, sexual orientation, disability, medical condition, military and veteran status, gender identity or expression, genetic information or any other basis protected by federal, state or local law.