Administrative Assistant

We are seeking a talented, proactive, and highly organized Associate, Administrative Services to provide reliable and high-quality administrative support to our Intellectual Property legal group (“IP Group”), a dynamic part of the Office of the General Counsel (“OGC”). In this role, you will coordinate and perform multiple administrative tasks in a fast-paced environment where initiative, absolute confidentiality, good judgment, and attention to detail are paramount. This position is ideal for someone with a strong work ethic, a high degree of accountability, and a demonstrated willingness to continuously learn—including maintaining a strong working knowledge of emerging AI tools and platforms to streamline workflows.

Responsibilities

• Document & Content Support: Prepare, edit, and assist with various legal documents, memos, correspondence, reports, team websites, SharePoint sites, and digital/physical filing systems under attorney supervision.
• Calendar & Schedule Management: Manage multiple complex calendars, coordinate travel arrangements, process expense reports, and track weekly team schedules.
• Financial & Billing Operations: Review and approve invoices for compliance with billing guidelines (such as Concur and Tymetrix360), create matters within billing systems, and assist with financial matter management and budget planning.
• Meeting & Visitor Logistics: Manage outside visitors, host meetings, and handle advanced clerical duties.
• AI & Technology Integration: Maintain a working knowledge of AI tools and platforms, proactively identifying opportunities to leverage technology to enhance departmental efficiency and strategic objectives.
• Communication & Compliance: Communicate and interact effectively with internal and external stakeholders while reliably handling confidential and sensitive legal issues.
• Special Projects: Help coordinate special projects and support day-to-day operations within the Intellectual Property legal group.

Education

• Minimum Requirement: High School Diploma or equivalent.
• Preferred: Advanced education (e.g., Bachelor’s or Associate degree) or relevant professional certifications (e.g., Certified Administrative Professional, Paralegal Studies Certificate, Project Management Professional, or Notary Public commission).

Experience

• Minimum Requirement: Minimum of 5 years of administrative assistant experience (ideally supporting executives/senior leadership) OR 3 years of paralegal experience.
• Technical & Functional Skills: Advanced computer skills using MS Office Suite (Outlook, Word, Excel, PowerPoint, SharePoint, OneNote, Teams), enterprise communication tools, and software for travel/expenses.
• Preferred Experience: Previous background as an IP administrative associate in a corporate or law firm setting, along with familiarity with legal/IP specific systems like Clarivate’s First to File and TIPMS.

Additional Information

• Work Style: This role requires strong independent judgment, creativity, problem-solving capabilities, and the ability to prioritize competing tasks in a collaborative, flexible team environment.
• Growth & Adaptability: An openness to adopting new technical solutions (including AI platform integration) to maximize productivity and support the department's long-term strategic objectives is essential for success.