Adams and Adams
Overview
The Secretary role provides high-level administrative and secretarial support to attorneys and professionals within the Trade Mark Prosecution team, ensuring the efficient and compliant management of trademark filings, renewals, and prosecution processes across jurisdictions.
Requirements
- Demonstrates a high level of initiative, proactively identifying tasks, anticipating needs, and taking appropriate action without prompting.
- Strong ability to prioritise tasks and manage competing demands, responding to urgent matters promptly and efficiently.
- Able to work independently with minimal supervision while consistently meeting deadlines in a high-pressure environment.
- Strong administrative and organisational skills, with the ability to manage documentation, processes, and workflows effectively.
- Flexible and adaptable with regard to working hours, particularly in response to operational demands and critical deadlines.
- Excellent written and verbal communication skills, with the ability to engage professionally with clients, colleagues, and external staff.
Responsibilities
- Prepare, format, and file trademark applications (local and international where applicable).
- Manage prosecution workflows including filing new applications, responses to office actions and renewals and recordals.
- Liaise with trademark offices, foreign associates, and clients regarding filings and status updates.
- Assist in preparing documentation for oppositions, hearings, and appeals (administrative support).
- Maintain and monitor critical trademark deadlines using docketing systems.
- Ensure all statutory and client deadlines are accurately recorded and met.
- Proactively follow up on outstanding actions and instructions.
- Draft routine correspondence, emails, and basic legal documents.
- Prepare reports, schedules, and status summaries for clients.
- Maintain accurate and up-to-date electronic and physical filing systems.
- Ensure compliance with firm templates and quality standards.
- Serve as a professional point of contact for internal and external stakeholders.
- Communicate with clients regarding status updates, instructions, and documentation requirements.
- Liaise with foreign counsel and agents on international matters.
- Capture time entries where required.
- Assist with billing processes, including preparing invoices and following up on approvals.
- Monitor disbursements (e.g., filing fees, renewal fees).
- Utilize IP management/docketing systems effectively (e.g., Patricia, CPA, IP Manager).
- Ensure compliance with internal procedures, regulatory requirements, and best practices.
- Maintain confidentiality and data integrity at all times.
How to apply
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