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Beacon Hill Logo Beacon Hill · Legal

Intellectual Property Legal Assistant

United States, Cincinnati Employment contract 65000.00 - 85000.00 USD / Year · Job Posted February 21, 2026
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Job Description

A well-respected law firm in Cincinnati is seeking a detail-oriented Intellectual Property Legal Administrative Assistant to support attorneys and legal professionals within its IP practice. This role provides comprehensive administrative and practice-specific support in a fast-paced, deadline-driven environment. The ideal candidate is highly organized, technologically proficient, and committed to delivering exceptional client service while maintaining strict confidentiality.

Job Responsibility

  • Prepare and assemble U.S. patent application filings and prosecution documents, including amendments, responses to Office Actions, Information Disclosure Statements, and related USPTO forms for attorney review and filing
  • Assist with domestic and international trademark filings, renewals, maintenance documents, and related correspondence
  • Monitor and maintain docket deadlines
  • communicate upcoming deadlines and updates to attorneys and coordinate with centralized docketing personnel
  • Draft and format client correspondence regarding application status, filing confirmations, and prosecution updates
  • Open new matters, prepare intake documentation, and coordinate conflict checks in accordance with firm procedures
  • Prepare, revise, and finalize legal documents and general correspondence from draft, dictation, or handwritten notes with a high degree of accuracy
  • File documents electronically with the USPTO and coordinate foreign filings through international associates
  • Manage attorney calendars, schedule meetings, coordinate travel arrangements, and process expense reimbursements
  • Enter and review attorney time entries and assist with billing-related tasks as requested
  • Maintain organized electronic and physical files in compliance with firm document management protocols
  • Handle administrative tasks such as processing incoming and outgoing mail, preparing check requests, and responding to internal workflow requests
  • Collaborate with other administrative team members to ensure timely completion of assignments and balanced workload distribution
  • Participate in ongoing professional development and IP-specific training initiatives

Requirements

  • High school diploma or equivalent required
  • additional education or certification in legal studies preferred
  • Prior experience supporting an intellectual property practice within a law firm or corporate legal department
  • Familiarity with USPTO electronic filing systems and patent/trademark procedures
  • Experience coordinating Patent Cooperation Treaty (PCT) filings and working with foreign associates is preferred
  • Strong knowledge of patent and trademark prosecution processes, both domestic and international
  • Proficiency in Microsoft Office applications and experience with document management and timekeeping systems
  • Exceptional organizational skills with the ability to manage multiple priorities and meet strict deadlines
  • Excellent written and verbal communication skills
  • Strong attention to detail and commitment to accuracy
  • Ability to work independently while contributing effectively to a collaborative team environment
  • Demonstrated professionalism and discretion in handling confidential client information
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