Intellectual Property Legal Secretary

Location: City Of London

US Law Firm | London
Permanent
- Hybrid 3 days in the office
Salary: £30,000 to £45,000 (dependent on experience)

We are recruiting an Intellectual Property Legal Secretary / Intellectual Property Support Specialist (IPSS) to provide high-level administrative and work-management support to fee earners within a leading London IP practice.

This role offers an excellent opportunity to build a long-term career within a specialist IP environment, supporting high-quality technical and legal work in a collaborative and professional team.

This is a detail-driven role requiring strong organisational skills, excellent communication and a genuine interest in intellectual property.

Key Responsibilities

• Managing incoming post and correspondence, ensuring electronic files are accurate and up to date

• Monitoring daily prompt lists and reminding fee earners of key deadlines

• Preparing correspondence, reports, specifications and other documentation for review and signature

• Following Standard Operating Procedures (SOPs) on all client matters and flagging queries or inconsistencies

• Checking case and name information against internal systems (e.g. Inprotech) and highlighting discrepancies

• Supporting fee earners with meetings, conference calls, travel arrangements and client hospitality. Answering telephone and Teams calls, taking messages and liaising with clients where appropriate

• Preparing e-forms for fee earner submission

• Creating invoices and associated correspondence for fee earner approval and submitting invoices via e-billing platforms

• Maintaining electronic files, preparing documents for posting and supporting opposition work where required. Filing incoming and outgoing emails and attachments to electronic matter files

• Proofreading documents and specifications. Ensuring all relevant data is accurately uploaded to firm system

• Providing cover for colleagues during absences and assisting with workflow overflow. Supporting Intellectual Property Support Managers (IPSMs) as required

• Attending in-office and remote meetings, including regular one-to-ones and know-how sessions

Skills & Experience Required

• A minimum of 2 years previous experience in a professional services environment. Proficient in Microsoft Office (Word, Outlook, Excel). Strong academic background and a genuine interest in intellectual property, law, science or technology

• Exceptional attention to detail and accuracy and strong organisational and time-management skills

• Confident, engaging and positive communicator with the ability to build strong working relationships

You may also have experience in the following: IP Legal Secretary, Intellectual Property Support Specialist (IPSS), Patent & Trade Mark Secretary, IP Administrative Assistant, IP Paralegal Assistant, Patent Secretary, Legal PA – Intellectual Property, IP Practice Coordinator, IP Documentation Specialist.

-(Apply online only)