Intellectual Property Legal Secretary

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.

• 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

• 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.