Application

The Intellectual Property (IP) Assistant is responsible for supporting the IP Specialist in maintaining the integrity of the IP database, managing communications, overseeing deadlines, and ensuring the accuracy of IP records. This role involves administrative tasks, coordination with regional offices, and maintaining high standards of confidentiality and efficiency in handling sensitive information.

Key Responsibilities:

Database Management:

1. Assist in maintaining the IP system database, including docketing new instructions, updating data, and uploading documents. 
2. Oversee and manage the electronic docket to ensure all deadlines are met. 
3. Monitor IP system reminders for follow-ups on all IP matters. 
4. Save instructions to the server (Teams Dropbox) and handle email piping as necessary

Communication:

1. Communicate with regional offices and the IP Specialist regarding IP application filings (registration, recordation, etc.). 
2. Ensure all received emails are read and responded to appropriately. 
3. Handle specific email tasks such as abandonment instructions, preparing bulk status reports on trademark applications, and updating client details.

Documentation:

1. Confirm receipt of instructions and their execution by associates or branch offices. 
2. Manage original documents received via email or by hand, ensuring they are scanned and uploaded to the IP system. 
3. Send reports and original documents to clients and associates, including certificates and requested documents.

Client and Associate Coordination:
 

1. Update client details and manage communications as required. 
2. Confirm that instructions sent to associates are received and executed. 
3. Handle opposition notifications from the watch department.

Reporting:

1. Prepare and send various reports to clients, including notices of filing, acceptance, office actions, publication, registration, opposition, renewal, recordation, examination, annuity payments, lawsuits, infringements, complaints, cancellation actions, cease and desist letters, and IP portfolio transfers. 
2. Ensure the accuracy of invoices before sending them with reports.

Collaboration:

1. Collaborate with other company departments to optimize workflow efficiency. 
2. Coordinate with the IT Department regarding IP system upgrades and issues.

Confidentiality and Compliance:

1. Maintain confidentiality for sensitive information following data protection regulations. 
2. Ensure all communications and tasks adhere to company policies and legal requirements.

Administrative Support:

1. Perform additional administrative tasks as requested by the Managing Director or Regional Director.

Qualifications:

• High school diploma or equivalent; an associate’s or bachelor’s degree in a related field is preferred.
• Minimum of 2 years of experience in an administrative role, preferably in an intellectual property or legal environment.
• Proficiency with IP management systems and Microsoft Office Suite.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• High attention to detail and accuracy.
• Ability to work independently and as part of a team.
• Knowledge of IP laws and regulations is a plus.

Key Competencies:

• Database management
• Effective communication
• Document management
• Client and associate coordination
• Reporting and documentation
• Collaboration and teamwork
• Confidentiality and compliance
• Administrative support

What We Offer:

• Competitive salary and benefits package.
• Opportunity for career advancement and professional growth.
• A collaborative and supportive work environment.
• Ongoing training and development opportunities.
• Medical insurance for you.
• Airfare ticket to your home country.