Administrative Support Assistant

The Charlotte, North Carolina office of Nelson Mullins, a super-regional Amlaw 100 law firm, is seeking an Administrative Support Assistant to work with a high volume Intellectual Property practice. The IP Administrative Support Assistant provides on-the-ground administrative assistance for basic tasks in support of IP team timekeepers, interfacing across multiple office locations. This role reports to the designated team IP Coordinator and also takes guidance and direction from the IP Assistants on the team regarding specific tasks. The position serves as the foundation of the IP process to ensure IP Assistants and IP Services departments may complete prosecution-related tasks.

As the Administrative Support Assistant you conduct conflict checks for new clients and request multiple New Client New Matter Memos daily for each new patent/trademark application within the IP practice. You will save incoming/outgoing emails the proper matter in the Firm document management system utilizing standardized IP naming conventions. You will print and file documents and emails/correspondence into paper files for; request labels for and create new paper files in conjunction with Records department. Also, create binders containing patent opinions and exhibit, and facilitate attorney approvals for all vendor invoices, including sending approved invoices to accounting for payment. You will work with Attorneys and IP Assistants to provide instructions to clear the IP docket daily, and complete administrative tasks such as attorney time entry and print and document formatting jobs as requested. You will complete travel arrangements and associated reimbursement or check requests. You will proofread documents and contracts for grammatical errors and comparison. You will prepare reporting letters, including mailing of original documents and certificates; draft reminders to clients regarding upcoming deadlines. Also, communicate with clients via email, U. S Postal Services, and phone. You will learn and complete research of portfolios on patent and trademark office websites both U.S. and abroad when necessary. You will finalize and mail client invoices using template billing letters; occasionally review and audit of outgoing file transfers. Also, work with IP Assistants team to assist in other daily overflow needs of a busy IP practice.

Ideal candidate has, or is working toward, an undergraduate degree (recent graduate preferred), with experience in a professional office setting. The team is seeking a motivated candidate who may be interested in the potential to grow within the Firm, build knowledge, and assume additional responsibility over time. Must be professional, well-organized, team-oriented, have excellent oral and written communication skills and attention to detail, the ability to interface with internal and external contacts of all levels, comfort and familiarity with handling confidential information, and be able to prioritize assignments and work well under pressure. Law firm or intellectual property experience a plus.

Please submit your college transcript along with your resume for consideration.

With more than 800 attorneys, policy advisors, e-discovery professionals and other business professionals, Nelson Mullins has strong roots in the business community and an appreciation for new directions in the business world. As a Firm, Nelson Mullins has a strong foundation of community service and good citizenship. Our professional staff teams likewise promote these values, with opportunities to participate and play roles in various pro bono and community service initiatives. We collaborate with each other and with our clients, working side-by-side towards shared goals.