Legal Practice Specialist

Kilpatrick, a large international law firm, is seeking a Legal Practice Specialist for our Intellectual Property department in our New York office. This position works with our patent and trademark/copyright teams and both coordinates and provides advanced administrative support requiring in-depth knowledge of intellectual property legal practice processes. At Kilpatrick, we are one team where each person plays an integral role in serving the needs of our clients. The firm has a strong dedication to its employees, values, diversity and inclusion initiatives and commitment to the community.

The Legal Practice Specialist is also expected to provide support as needed to other teams and attorneys when the need arises. This position works very closely with other Legal Practice Specialist and Legal Practice Coordinators in order to provide enhanced legal administrative support coverage and to balance the tasks and assignments among the team members.

Responsibilities and Primary Activities:

• Prioritize, coordinate, and manage work assignments, working very closely with the team, to meet the support needs of the timekeepers
• Utilize available firm resources, including the Resource Center, Research and Information Services, Marketing, Records, Mail and Copy Services, New Business Intake and Finance
• Provide quality control and deadline management
• Assist other support members on the team to complete timekeeper requests
• Create, revise, transcribe, format and edit documents, briefs and correspondence to requested specifications
• Proofread and redline documents, correspondence and memoranda to ensure accuracy and quality control of copy, grammar, spelling, and punctuation
• Manage mailings, client contacts and update appropriate databases
• Prepare reports, tables and Excel documents as requested
• Prepare PowerPoint presentations as requested
• Perform routine filing, photocopying, scanning, faxing, compiling and distributing of documents
• Assist attorneys with various billing task and processes; such as time entry and edits, review and/or editing proformas, gathering appropriate documentation for inclusion in final invoice to clients
• Assist with calendar coordination as needed; including availability of attendees and conference rooms, meeting notification and reminders, and preparation of meeting materials
• Coordinate travel arrangements, including air, hotel, and car plans for timekeeper off-site meetings and events as needed
• Process expense reimbursements and credit card statement reconciliations in accounting system
• Manage paper and electronic files, including set up, maintenance and organization, in compliance with set policies and procedures
• Update and locate files and appropriate documentation, correspondence and emails in a timely manner
• Prepare binders and hard copy materials as requested
• Open new clients and matters following New Business Intake and Records Departments' procedures as needed
• Prepare conflict of interest forms
• Assist timekeepers with Marketing and Business Development functions
• Process closing of matters and transmittal of physical files to Records Center for retention
• Other duties as assigned

Knowledge, Education, Certification, Licenses:

Required:

• Strong knowledge of Microsoft Word and other document production software such as PowerPoint, Excel and Outlook; Ability to work with a variety of software and to quickly learn new programs
• Knowledge of USPTO systems and filing requirements
• Knowledge of Intellectual Property concepts and terminology
• Knowledge of Financial Services applications, such as time entry and legal billing programs

Preferred:

• Bachelor's degree preferred, or equivalent experience that demonstrates the ability to perform the duties of the position.

Skills and Abilities

Required:

• Ability to work on a team while displaying excellent client service acumen and supporting multiple legal professionals
• Ability to accept assignments, work on a team to complete the assignments, and coordinate various resources as needed
• Skills to communicate effectively with team members, attorneys, and professional staff
• Must have ability to work in a fast-paced environment with tight deadlines
• Must have strong organizational skills with the ability to organize, prioritize and complete simultaneous assignments
• Ability to draft, format and proofread legal documents
• Ability to work with a variety of software applications and quickly learn new programs
• Maintain confidentiality of client information

Experience

Required

2 years: Minimum experience in a legal support role or professional services role supporting multiple professionals.

Preferred

Experience working in a law firm or professional services environment preferred.

This is a full-time, regular position with a multi-faceted health benefit package including medical, dental, and vision. The firm also offers life insurance, short term disability plans and retirement plans in addition to holidays and paid time off. The firm offers hybrid work schedules combining in office work days as well as remote work days. The pay range for this position in New York only is $43.90 to $67 hourly.

Selected applicants will be contacted. Kilpatrick is an Equal Opportunity Employer.

For more information about our firm, please visit our website at www.ktslaw.com.

Kilpatrick Townsend & Stockton LLP is committed to equal employment opportunity for all persons, regardless of race, color, religion, sex or gender, national origin, age, veteran status, disability, sexual orientation, gender identity, or any other basis prohibited by applicable law.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed or disclosed their own pay, or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding , hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1-35(c)