Legal Support Specialist

Secretary and Admin Assistant New York, NY


Greenberg Traurig (GT), a global law firm, has an exciting full-time employment opportunity for a Legal Support Specialist in our New York City office. We offer competitive compensation and an excellent benefits package.

Position Summary:

This position supports up to three or more attorneys in a secretarial capacity, providing a wide range of administrative, clerical, and document processing services in the Intellectual Property-Litigation Departments. Candidate should also be flexible to work overtime as needed.

Duties & Responsibilities:

·         Provides general legal/administrative and patent/trademark prosecution support to attorneys, patent agents, IP timekeepers, and clients

·         Maintains legal files (both paper & electronic), organizes and file documents in designated order, as well as prepares, enters, proofreads and processes legal and administrative correspondence

·         Assists with coordination of incoming and outgoing file transfers

·         Manages phone lines for supported attorneys, fields calls, and conveys messages as necessary

·         Prepares and e-file documents, adhering to legal document standards to ensure proper format and completeness for court acceptance

·         Manages document deliveries and tracks final executed documentation

·         Assists in preparing closing transcripts and legal documents to database for litigation transactions

·         Processes time entry, opens new matters, drafts engagement letters and audits responses, maintains calendar, collates information, writes reports, and prepares agendas

·         Communicates with clients, opposing counsel, courts, and liaisons, and maintains client preferences and contacts

·         Researches, generates, and updates case status reports and IP schedules for clients, attorneys, and other IP timekeepers, and sends reminders to timekeepers as necessary

·         Processes incoming mail (original/electronic mail; postal and courier), reports communications from the USPTO to attorneys and clients, and ensures prompt responses to inquiries

·         Processes intake of new clients, assists with archiving emails, and searches and print reports

·         Works with assigned billing specialist to prepare invoices, create cover letters, mail invoices, and manages demand bills

·         Schedules travel, process expense reports, check requests, and business development activity

·         Handles state and federal court filings, including e-filings

·         Manages electronic case files, updates litigation binders, and prepares and maintains discovery and other document tracking charts

·         Maintains and updates foreign and U.S. trademark prosecution files and case materials both in physical files and in electronic records management systems

·         Prepares and transmits standardized correspondence relating to trademark prosecution to clients and attorneys including reporting letters, invoices, search reports and status reports

·         Reviews the docket daily to track all deadlines associated with trademark prosecution and assist with the daily clearance of deadlines

·         Maintains database of standardized form letters and assist with client invoices

·         Assists in quality assurance review of trademark filings and correspondence by noting any errors observed during the normal course of records maintenance duties

·         Assists in checking and updating the status of trademark cases with the U.S. Patent and Trademark Office, and foreign trademark offices when appropriate

·         Performs overflow typing, filing, or photocopying as time permits and as requested by other attorneys

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

Skills & Competencies:

·         Provide outstanding client service, meet high quality standards for services, and meet or exceed client expectations; proactive in seeking innovative ways in which to help others

·         Analytical with strong problem-solving skills, takes initiative and uses good judgment, excellent follow-up skills

·         High attention to detail, outstanding organizational skills, and the ability to manage time effectively

·         Excellent interpersonal and communication skills (oral and written), and professional demeanor and presentation, including active listening and ability to convey information clearly

·         Ability to work under pressure to meet strict deadlines and effectively prioritize multiple tasks

·         Recognize confidential, sensitive, and proprietary information and maintain confidentiality

·         Execution-oriented, self-starter, and self-navigator who can prioritize tasks and balance the demands of multiple projects and stakeholders

Qualifications & Prior Experience: 

·         Bachelor’s Degree or equivalent experience is preferred

·         Minimum of 5 years of experience as a legal secretary, working in a business law practice with exposure to Intellectual Property litigation

·         Established understanding of Intellectual Property litigation laws as they relate to individuals, partnerships, and corporations

·         Substantive knowledge of state and federal court, and CM/ECF e-filing procedures

·         Knowledge of U.S. and foreign trademark prosecution procedures

·         Comprehension of a variety of legal court documents, including complaints, answers, rulings, judgments, affidavits, motions, appeals, table of contents/authorities, subpoenas, court dockets, reports, memos, and correspondence

·         Knowledge of steps involved in patent/trademark prosecution from application filing to issuance of patents/trademarks and associated forms for filing (domestic and foreign)

·         Proficiency in Windows-based software and Microsoft Office Suite, including Word, PowerPoint, Excel, and Outlook, Adobe Acrobat/Pro, document management and time entry systems, and IP Prosecution specific databases, including Anaqua

·         Exceptional computer skills with the ability to learn new software applications quickly

The expected annualized base salary range for this position is $85,000.00 to $95,000.00. Salary will be determined based upon education, experience, job related factors permitted by law, internal equity, and market data, including geographic pay differentials in locations where market pay differs from the national average. Full time employees may be eligible for a discretionary bonus, health insurance with an optional HSA, short term disability, long term disability, dental insurance, vision care, life insurance, Healthcare and Dependent Care Flexible Spending Accounts, 401K, vacation, sick time, and an employee assistance program. Additional voluntary programs include: voluntary accident insurance, voluntary life, voluntary disability, voluntary long term care, voluntary critical illness and cancer insurance and pet insurance. Commuter and Transit programs may also be available in certain markets.

Greenberg Traurig is an Equal Opportunity Employer and committed to diversity and inclusion in the workplace. Individuals seeking employment at Greenberg Traurig are considered without regards to race, color, religion, sex, sexual orientation, gender identification, national origin, age, marital status, ancestry, disability, veteran status, or genetic information, among other protected bases.

In support of our unwavering dedication to putting diversity, equity, and inclusion into action, GT participates in the Mansfield Rule Certification Program. This Program, which is administered by The Diversity Lab, aims to increase diverse representation in the legal industry. In July 2020, we achieved Mansfield Rule 3.0 Certification. A year later, in 2021, we achieved Mansfield 4.0 Certification Plus, meaning we went beyond the requirements of the original Mansfield program. Most recently, in 2022, GT gained Mansfield Rule 5.0 Certification Plus – again achieving the highest level of certification a law firm can obtain. GT is currently participating in the Mansfield Rule 6.0 Certification Program. Providing your data during the application process helps us with achieving our goals and with meeting reporting/record-keeping obligations under federal and state law and other legal requirements. Providing your data is entirely voluntary and will not be considered in the hiring process or thereafter. Any information that you do provide will be treated confidentially.