The Company

Our client is a full-service European intellectual property firm at the forefront of a rapidly changing IP landscape. As a trusted adviser to many world-class companies and brands, the firm has been regarded as a pioneer in handling intellectual property for over 200 years. It offers a truly integrated service, managing clients intellectual property from inception to commercialisation, enforcement, litigation, and defence.

The Role

On behalf of our client, we are seeking a Patent Secretary on a 12 month fixed term contract to support attorneys within a leading intellectual property practice. The patent support function is instrumental to the business, ensuring attorneys and clients receive high-quality administrative and organisational assistance. In this role, you will provide full PA and administrative support to approximately six fee earners of within their Chemistry team

Responsibilities will include

Work closely with allocated fee earners, meeting regularly to review progress, discuss upcoming work, and provide updates on outstanding matters.

Manage inboxes as required.

Provide comprehensive diary management, including scheduling and coordinating in-person and virtual meetings, preparing relevant papers and presentations, and managing all associated logistics such as room bookings, refreshments, and liaison with internal teams.

Manage extensive international travel itineraries, coordinating flights, accommodation, and schedules.

Prepare invoices by reviewing and editing narratives, verifying client details, receiving unbilled WIP lists, and liaising with the accounts team as required.

Monitor e-workspaces and inboxes when fee earners are away, dealing with files independently where possible.

Attend team meetings and practice group meetings.

Prepare standard reporting letters proactively with minimal supervision.

Amend letters, emails, and specifications (including using tracked changes), ensuring documents are delivered accurately and to a consistently high standard.

Prepare papers and bundles for oral proceedings.

Manage files, including liaising with records teams to open new cases, update special instructions, scan documents, and manage case files via the document management system.

Create and maintain pages and publish material on the intranet.

The Person

The ideal candidate is proactive and able to work on their own initiative while also being a strong team player. You will be highly organised, resilient, and comfortable working to tight deadlines in a professional services environment.

Candidate requirements

Previous relevant office experience as a Patent Secretary, Patent Administrator, or Legal Secretary within an intellectual property or legal team.

Proactive, with the ability to anticipate problems and devise practical solutions.

Excellent communication skills, both written and verbal.

Strong organisational skills with the ability to prioritise workload and manage turnaround times effectively.

Ability to meet tight deadlines and work well under pressure.

The Salary

£45,000 £50,000 per annum, depending on experience.

The Contract:

12 month fixed term contract.

The Hours

Full-time, 40 hours per week, Monday to Friday, 9:00 am 5:00 pm.

The Location:

London, WC1B (close to Holborn Station)

The Benefits

25 days annual leave, increasing by 1 day per year up to 28 days.

Employer pension contribution of 5% in the first year, increasing to 10% after one years service.

Private medical insurance.

Life assurance of 4x base salary.

Income-protection cover for up to 5 years, compensating for up to 75% of base salary.

Cycle-to-work scheme.

Season-ticket loan.

One paid corporate volunteering day per year.

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