Legal Assistant, Intellectual Property, Cleveland, OH

January 12, 2023

The Cleveland office of Lippes Mathias LLP is seeking a Legal Assistant to join our Intellectual Property (IP) Practice Group.  The successful candidate will be hardworking, motivated, and ambitious with several years of experience in electronic filing with the USPTO, docketing, and time entry/billing. Applicants must be well organized, tech-savvy, and work well in both a team setting and independently. 
Responsibilities and Duties
  • Types correspondence, reports, opinions, agreements, memoranda, applications, and all legal documents required for intellectual property law practice
  • In attorney’s absence, handles client telephone inquiries, records messages, and follows up as required; makes appointments for clients
  • Makes airline and hotel reservations
  • Maintains good public relations with clients; observes confidentiality of attorney-client relationship
  • Reviews and prioritizes incoming mail.  Ensures that outgoing mail – local, foreign, express mail, or special courier – is timely deposited for delivery
  • Maintains client and general files.  Enters new client/matter data into computer system.  Prepares and maintains client contact information.  Conducts periodic review for possible storage of older files; prepares files to be closed.
  • Reviews monthly docket report; establishes and maintains calendar and deadline reminder system; informs Docketing of new and completed matters
  • Enters attorney/law clerk/technical writer/patent agent time into time and billing software/system; ensures time sheets are provided to appropriate person in timely manner; processes bills from BIM; proofs billing invoices; reviews and finalizes bills after attorney input.
  • Performs legal assistant duties as requested
  • Preparing applications, responses, and other patent prosecution documents for filing with the United States Patent and Trademark Office (USPTO)
  • Reporting the filings to clients.
  • Monitor their attorney’s docket in conjunction with the docketing department.
  • Must have thorough knowledge of the USPTO rules and practices including docketing, public/private PAIR, national state prosecution and formality requirements.
  • Experience with foreign patent prosecution and preparing and filing PCT applications is a strong plus.
Our ideal Legal Assistant will have:
  • At least 1-2 years of experience as a Legal Assistant
  • Accurate typing speed of 65+ wpm
  • High proficiency in Microsoft Word, Excel, and Outlook
  • Ability to maintain composure under pressure
  • Reliable attendance record
  • Experience with editing, revising, and drafting of legal documents
  • Excellent written and verbal communication skills
  • Ability to multi-task and to complete projects with little direction
  • Ability to use discretion and handle confidential information
  • Ability to meet deadlines and produce high quality work products
  • Attention to detail and excellent organizational skills
Lippes Mathias is a full-service law firm with nearly 170 attorneys serving clients regionally, nationally, and internationally. With offices in Buffalo, Albany, Rochester, Long Island, and New York, N.Y.; Greater Toronto Area; Chicago, Ill.; Jacksonville, Fla.; Cleveland, Ohio; San Antonio, Texas; and Washington, D.C., the firm represents publicly and privately-owned companies, private equity and venture capital firms, real estate developers, financial institutions, municipalities, governmental entities, and individuals.

Interested applicants shall submit a resume in confidence to  

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