Job Description
About the Firm
ArentFox Schiff is an award-winning, globally recognized law firm with more than 600 lawyers and policy professionals. The firm serves a diverse client base — including Fortune 500 companies, start-ups, international governments, non-profits, trade associations, and private individuals — delivering sophisticated, innovative, and practical legal solutions across complex global matters and deeply personal issues alike.
Position Overview
The IP Secretary position is available in the firm's Washington, DC or Los Angeles, CA office. Under limited direction and guided by department objectives, the IP Secretary performs a variety of secretarial tasks to support assigned patent and/or trademark attorneys and other timekeepers. The role requires a high level of internal and external client service, consistent production of excellent work product, and general knowledge of the firm's patent and/or trademark practice areas. Strong teamwork, communication, and technical skills are essential, along with the ability to work under deadlines and time pressures.
Essential Duties
The IP Secretary's core responsibilities span several areas. In billing and expenses, the role involves preparing, editing, and proofreading daily time entries, assisting with complex billing procedures and collection efforts, preparing expense reimbursement documentation, and reviewing foreign associate bills. Administrative duties include calendaring due dates and deadlines, scheduling meetings and interviews, creating and maintaining files, screening telephone calls, coordinating travel arrangements, handling routine client inquiries, and mentoring new employees.
Document preparation requires producing accurate, properly formatted correspondence, reports, memoranda, and legal documents from various sources, as well as proofreading and assembling materials. The client service component involves ensuring exemplary service to all internal and external clients, proactively communicating to meet administrative needs, and regularly reviewing and improving client service procedures. Document management duties include maintaining current electronic and paper files in systems such as iManage, Outlook, and FileTrail, preparing requests to open new matters, and filing official documents. The IP Secretary is also responsible for coordinating workflow to ensure all deadlines are met and for supporting team members with overflow work and coverage during absences.
IP Secretary Core and Specialized Duties
Core duties include submitting conflict checks, preparing engagement letters, requesting new client matter numbers, conducting matter-specific research at the USPTO, monitoring and answering assigned docket items daily, and processing invoices.
In patent prosecution, the role encompasses sending search requests, preparing and sending preliminary patentability search results to clients, forwarding attorney filing recommendations and draft applications to clients, preparing analysis shells for U.S. and foreign filings, filing responses, handling terminal disclaimers, petitions to revive, requests for continuing examination, petitions to withdraw as counsel, and preparing estimates, among other PTO communications and tasks.
Reporting and communications responsibilities include handling U.S. conversion and foreign filing reminders, restriction requirements, advisory actions, interview summaries, decisions on petitions, notices of non-compliant amendments, Ex Parte Quayle actions, and notices of abandonment.
On the trademark side, the IP Secretary prepares weekly attorney docket reports, gathers evidence such as certificates of registration from iManage, maintains client spreadsheets and reports, assists with client invoicing and collections in coordination with the Accounting Department, and performs proofreading and quality review of primary duties.
Additional duties may include preparing internal or client-requested tracking spreadsheets and other tasks as assigned and approved by management.
MINIMUM QUALIFICATIONS
• Knowledge/Skills/Abilities:
• Excellent computer skills with knowledge and ability to work proficiently with Microsoft Office Suite as well as accounting systems (time and billing, expenses, conflicts, new matter programs). Proficiency in Excel is preferred.
• Excellent written and verbal communication skills
• Meticulous attention to detail, accuracy, and thoroughness.
• Responsible, Professional and Self-Motivated
• Ability to maintain confidentiality
• Detail oriented with ability to handle multiple projects simultaneously and meet deadlines
Education:
• Minimum high school diploma or equivalent; college degree a plus but not required.
Experience:
• 5+ years of experience in an administrative position.
• 3+ years of experience in Patent Prosecution.
Benefits and Salary
We know that the needs of our employees vary and can change throughout the different stages of life. That’s why we offer a wide array of flexible benefit options designed to help you live healthy, live well, and live for tomorrow. In addition to medical, dental, vision, profit-sharing, generous paid time off, and numerous other benefits, we also provide a flexible reimbursement account that helps pay for the things that contribute to your personal well-being, in your own way.
This is an hourly, non-exempt position that is eligible for a generous overtime plan that exceeds minimum legal requirements.
The anticipated good-faith base salary range for this position is:
• DC and LA: $92,000 to $126,500 per year.
Your exact offer will be based on a variety of factors, including but not limited to, your experience, skills, and overall qualifications. We also review compensation regularly against industry benchmarks and performance outcomes, so you can grow your career here with confidence—knowing your pay recognizes both your impact and our commitment to an equitable approach.
In addition to a competitive base salary, certain positions are eligible for a comprehensive performance-based bonus, payable monthly or annually.
Commitment to Equal Opportunity
ArentFox Schiff is committed to equal employment opportunity and diversity in the workplace. We base all employment decisions on merit and maintain a policy of considering all qualified applicants for employment without regard to race, color, religion or creed, sex, gender, ****** orientation, gender identity or expression, age, citizenship status, order of protection status, national origin, ancestry, medical condition, genetic information, marital status, physical or mental disability, parental status, source of income, military or veteran status, unfavorable discharge from military service, or any other basis protected by applicable law. We will consider qualified applicants with criminal histories in a manner consistent with the San Francisco Fair Chance Ordinance.
• The job description is a general summary of the major duties. It may not specify all duties, tasks, and assignments associated with a job. It does not limit or in any way modify the right of management to direct, assign, and control the work of employees in a unit. Accuracy, attention to detail, ability to work effectively in a team environment, and ability to work in an atmosphere of multiple projects and shifting priorities are requirements of all jobs at ArentFox Schiff LLP. Additional job-related qualifications may be specified for some openings. Job descriptions are subject to periodic review and modification.
WORKING CONDITIONS
The following table indicates the degree of working conditions expected for the job. Reasonable accommodations may be made to enable individuals with disabilities to meet these requirements.
N/A = 0-10%, Occasionally = 11-33%, Frequently = 34 - 66%, Constantly = 67 - 100%
Requirement - Frequency
Travel - Occasionally
Sitting - Constantly
Standing - Occasionally
Walking - Frequently
Reading - Constantly
Typing - Frequently
Concentration - Frequently
Oral and Written Communication - Frequently
Horizontal Reaching - N/A
Vertical Reaching - N/A
Twisting - Occasionally
Repetitive Arm/Hand/Finger Movements - Frequently
Weight - Occasionally, up to 15 lbs.
ArentFox Schiff is an award-winning, globally recognized law firm with more than 600 lawyers and policy professionals. The firm serves a diverse client base — including Fortune 500 companies, start-ups, international governments, non-profits, trade associations, and private individuals — delivering sophisticated, innovative, and practical legal solutions across complex global matters and deeply personal issues alike.
Position Overview
The IP Secretary position is available in the firm's Washington, DC or Los Angeles, CA office. Under limited direction and guided by department objectives, the IP Secretary performs a variety of secretarial tasks to support assigned patent and/or trademark attorneys and other timekeepers. The role requires a high level of internal and external client service, consistent production of excellent work product, and general knowledge of the firm's patent and/or trademark practice areas. Strong teamwork, communication, and technical skills are essential, along with the ability to work under deadlines and time pressures.
Essential Duties
The IP Secretary's core responsibilities span several areas. In billing and expenses, the role involves preparing, editing, and proofreading daily time entries, assisting with complex billing procedures and collection efforts, preparing expense reimbursement documentation, and reviewing foreign associate bills. Administrative duties include calendaring due dates and deadlines, scheduling meetings and interviews, creating and maintaining files, screening telephone calls, coordinating travel arrangements, handling routine client inquiries, and mentoring new employees.
Document preparation requires producing accurate, properly formatted correspondence, reports, memoranda, and legal documents from various sources, as well as proofreading and assembling materials. The client service component involves ensuring exemplary service to all internal and external clients, proactively communicating to meet administrative needs, and regularly reviewing and improving client service procedures. Document management duties include maintaining current electronic and paper files in systems such as iManage, Outlook, and FileTrail, preparing requests to open new matters, and filing official documents. The IP Secretary is also responsible for coordinating workflow to ensure all deadlines are met and for supporting team members with overflow work and coverage during absences.
IP Secretary Core and Specialized Duties
Core duties include submitting conflict checks, preparing engagement letters, requesting new client matter numbers, conducting matter-specific research at the USPTO, monitoring and answering assigned docket items daily, and processing invoices.
In patent prosecution, the role encompasses sending search requests, preparing and sending preliminary patentability search results to clients, forwarding attorney filing recommendations and draft applications to clients, preparing analysis shells for U.S. and foreign filings, filing responses, handling terminal disclaimers, petitions to revive, requests for continuing examination, petitions to withdraw as counsel, and preparing estimates, among other PTO communications and tasks.
Reporting and communications responsibilities include handling U.S. conversion and foreign filing reminders, restriction requirements, advisory actions, interview summaries, decisions on petitions, notices of non-compliant amendments, Ex Parte Quayle actions, and notices of abandonment.
On the trademark side, the IP Secretary prepares weekly attorney docket reports, gathers evidence such as certificates of registration from iManage, maintains client spreadsheets and reports, assists with client invoicing and collections in coordination with the Accounting Department, and performs proofreading and quality review of primary duties.
Additional duties may include preparing internal or client-requested tracking spreadsheets and other tasks as assigned and approved by management.
MINIMUM QUALIFICATIONS
• Knowledge/Skills/Abilities:
• Excellent computer skills with knowledge and ability to work proficiently with Microsoft Office Suite as well as accounting systems (time and billing, expenses, conflicts, new matter programs). Proficiency in Excel is preferred.
• Excellent written and verbal communication skills
• Meticulous attention to detail, accuracy, and thoroughness.
• Responsible, Professional and Self-Motivated
• Ability to maintain confidentiality
• Detail oriented with ability to handle multiple projects simultaneously and meet deadlines
Education:
• Minimum high school diploma or equivalent; college degree a plus but not required.
Experience:
• 5+ years of experience in an administrative position.
• 3+ years of experience in Patent Prosecution.
Benefits and Salary
We know that the needs of our employees vary and can change throughout the different stages of life. That’s why we offer a wide array of flexible benefit options designed to help you live healthy, live well, and live for tomorrow. In addition to medical, dental, vision, profit-sharing, generous paid time off, and numerous other benefits, we also provide a flexible reimbursement account that helps pay for the things that contribute to your personal well-being, in your own way.
This is an hourly, non-exempt position that is eligible for a generous overtime plan that exceeds minimum legal requirements.
The anticipated good-faith base salary range for this position is:
• DC and LA: $92,000 to $126,500 per year.
Your exact offer will be based on a variety of factors, including but not limited to, your experience, skills, and overall qualifications. We also review compensation regularly against industry benchmarks and performance outcomes, so you can grow your career here with confidence—knowing your pay recognizes both your impact and our commitment to an equitable approach.
In addition to a competitive base salary, certain positions are eligible for a comprehensive performance-based bonus, payable monthly or annually.
Commitment to Equal Opportunity
ArentFox Schiff is committed to equal employment opportunity and diversity in the workplace. We base all employment decisions on merit and maintain a policy of considering all qualified applicants for employment without regard to race, color, religion or creed, sex, gender, ****** orientation, gender identity or expression, age, citizenship status, order of protection status, national origin, ancestry, medical condition, genetic information, marital status, physical or mental disability, parental status, source of income, military or veteran status, unfavorable discharge from military service, or any other basis protected by applicable law. We will consider qualified applicants with criminal histories in a manner consistent with the San Francisco Fair Chance Ordinance.
• The job description is a general summary of the major duties. It may not specify all duties, tasks, and assignments associated with a job. It does not limit or in any way modify the right of management to direct, assign, and control the work of employees in a unit. Accuracy, attention to detail, ability to work effectively in a team environment, and ability to work in an atmosphere of multiple projects and shifting priorities are requirements of all jobs at ArentFox Schiff LLP. Additional job-related qualifications may be specified for some openings. Job descriptions are subject to periodic review and modification.
WORKING CONDITIONS
The following table indicates the degree of working conditions expected for the job. Reasonable accommodations may be made to enable individuals with disabilities to meet these requirements.
N/A = 0-10%, Occasionally = 11-33%, Frequently = 34 - 66%, Constantly = 67 - 100%
Requirement - Frequency
Travel - Occasionally
Sitting - Constantly
Standing - Occasionally
Walking - Frequently
Reading - Constantly
Typing - Frequently
Concentration - Frequently
Oral and Written Communication - Frequently
Horizontal Reaching - N/A
Vertical Reaching - N/A
Twisting - Occasionally
Repetitive Arm/Hand/Finger Movements - Frequently
Weight - Occasionally, up to 15 lbs.
💡 Quick Summary
Seeking a career-building opportunity? The IP Secretary - Los Angeles, CA or Washington, DC position is now open for candidates interested in the Legal Jobs sector. This role in Los Angeles offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Legal Jobs is a plus.
