IP Services Assistant - Troutman Pepper Hamilton Sanders

We are always seeking talented, motivated, growth-minded, and creative individuals. Our firm is committed to providing employee support and advancement, while embracing inclusion and innovation as keys to a stronger future.

We invite you to explore the position below and to submit your application to join our team!

The Intellectual Property Services Assistant (IPSA) is a member of the Health Sciences Intellectual Property (HSIP) Practice Group and is assigned to specific matters, clients, projects and/or attorneys. The IPSA ensures that all documents received from clients, foreign agents, U. S. Patent and Trademark Office and other government agencies have been responded to timely and accurately according to the firm's procedures. The IPSA ensures all day-to-day responsibilities are met under established policies and procedures while exercising discretion and confidentiality in maintaining contact with clients, attorneys, and staff.

Essential Duties and Responsibilities:

• Prepare and file patent application formalities on a client's behalf.

• Responsible for the varying formalities and procedures of the various Patent Offices and handle objections raised by those Offices in a timely manner.

• Prepare all transmittal cover sheets, assignments, declarations, Information Disclosure Statements, Powers of Attorney etc., for final review and approval by the paralegal.

• Assemble and prepare Information Disclosure Statements (IDS) for submission to the U.S. Patent and Trademark Office.

• Manage reference lists, coordinate with paralegals, and maintain meticulous records of prior art and other patent references.

• Track and manage references across multiple patent families and jurisdictions and ensure timely disclosure is expected.

• Research to obtain any materials/information that are relevant to the prosecution of the patent application.

• Review and reporting of correspondence received from (U.S. and foreign) patent office(s).

• Draft documents required during patent prosecution (i.e., preliminary amendments, amendments/shells, some petitions, certificates of correction, etc.), which are reviewed by a paralegal prior for submission to the Patent Trademark Office.

• Coordinate intake and opening of new patent prosecution matters.

• Track and record client-billable time as required to meet minimum billable hour requirements.

Knowledge, Skills, and Abilities:

• Candidates must have excellent organizational and writing skills.

• Ability to work effectively both independently and with teams to promote consistent and efficient workflow processes.

• Strong interpersonal skills, with the ability to provide high-quality service and partner effectively with diverse groups of people at various levels within the firm as well as external contacts.

• Ability to self-manage and work independently in a hybrid, and in-office setting.

Education and/or Experience: 

• Bachelor's degree; any combination of experience, education or training that demonstrates the ability to perform the duties of the position may be considered.

• Certificate of completion from a paralegal training program, American Bar Association (ABA) approval preferred.

• Four (4) or more years of experience working in an IP administrative support role in a legal or professional services environment.

#LI-Hybrid

The Firm will comply with any applicable city or state workplace mandates in effect in regards to Covid-19. 

This position description is intended to describe the general content of and requirements for the performance of the job.  The statements contained in the position description are not necessarily all-inclusive and additional duties and responsibilities may be assigned as determined by business needs.

This position description does not constitute a written or implied contract of employment.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

California Applicants: Please visit our Privacy Notice and Notice at Collection to learn about our information practices in the Job Application and Employment context.

Equal Employment Opportunity
Troutman Pepper adheres to a policy of equal opportunity and will make all employment decisions, which include hiring, promotion, transfer, demotion, evaluation, compensation and separation, without regard to race, color, religion, sex, age, sexual orientation, gender identity or expression, national origin, pregnancy, citizenship, disability, genetic information, marital or armed forces status and any other classification as protected by law.

Compensation is dependent on several factors, such as position, location, education, training, and/or experience.