Legal Secretary - Intellectual Property (Austin)

Greenberg Traurig (GT), a global law firm with locations across the world in 15 countries, has an exciting employment opportunity for you. We offer competitive compensation and an excellent benefits package (if benefits are applicable), along with the opportunity to work within an innovative and collaborative environment.

Join our Intellectual Property Team as a Legal Support Specialist (Legal Secretary) located in our Austin office.

We are seeking a highly skilled professional who thrives in a fast-paced, deadline-driven environment. The ideal candidate possesses strong problem-solving and decision-making abilities, ensuring efficiency and accuracy in every task. With a dedicated work ethic and a can-do attitude, you will take initiative and approach challenges with confidence and resilience. Excellent communication skills are essential for collaborating effectively across teams and delivering exceptional client service. If you are someone who demonstrate initiatives, adaptability, and innovation, we invite you to join our team.

This role will be based in our Austin office, on a hybrid basis. Regular in-office presence is required for day-to-day operations, as well as for team meetings, training opportunities, and relationship building. This role reports to the Business Director.

Position Summary
 

The Legal Support Specialist supports a broad range of practice-specific activities including business development, managing day-to-day administrative and strategic initiatives, managing workflow, and preparation of client reports and documents.  The role also requires the effective management of the professional responsibilities of the assigned attorneys, including coordination with clients, proactive management of attorney calendars, and responsibility for monthly billing. Candidates must demonstrate professionalism, excellent communication skills, attention to detail, technical savvy, the ability to handle multiple priorities, and work in an organized and efficient manner. Candidate should be flexible to work overtime as needed

Key Responsibilities

• Maintains and updates foreign and U.S. patent prosecution files and application materials in electronic records management systems.

• Processes time entry, opens new matters, drafts engagement letters and audits responses, maintains calendar, collates information, writes reports, prepares agendas, reviews and prepares billing invoices, and other administrative duties, as needed by the department.

• Manages phone lines for supported attorneys, fields calls and convey messages as necessary.

• Prepares and transmits standardized correspondence relating to patent prosecution to clients and attorneys including reporting letters, invoices, and status reports.

• Handles docket management and calendaring, requiring significant awareness of and sensitivity to time management and filing deadlines.

• Corresponds with foreign associates, oversees payment of foreign associates' invoices, and prepares reporting letters to client.

• Maintains database of standardized form letters and assists with client invoices.

• Adherence to firm policies.

• Assists with other department activities as needed, and performs additional duties and responsibilities as assigned.

• Ability to work overtime as needed.

Qualifications

Skills & Competencies

• Established understanding of Intellectual Property prosecution laws.

• Knowledge of USPTO e-filing procedures.

• Knowledge of U.S. and foreign patent prosecution procedures.

• While performing the duties of this job, the employee is occasionally required to walk from work station, to desk or to go to various offices to retrieve assignments. This position may also be sedentary and require the employee to sit for extended periods of time.

• Requires manual dexterity to dial a telephone, enter data into a computer, handle objects and operate tools.

• Some filing is required and this would entail the ability to lift files, open filing cabinets and bend or stand as necessary.

Education & Prior Experience

• Requires 2 or more years of experience as a legal secretary, working in a business law practice with exposure to Intellectual Property work.

• High school diploma required. Two years of college or equivalent education and work experience preferred.

Technology

• Proficiency with Windows-based software and Microsoft Word, Excel and Outlook required.

• Working knowledge of iManage and Concur preferred.

GT is an EEO employer with an inclusive workplace committed to merit-based consideration and review without regard to an individual’s race, sex, or other protected characteristics and to the principles of non-discrimination on any protected basis.