Patent Specialist / Patent Legal Assistant

K&L Gates is a fully integrated global law firm with a commitment to innovation and client service. They are seeking a Patent Specialist to prepare and file patent applications, manage prosecution filings, and perform legal secretarial duties to assist attorneys and Patent Agents. Responsibilities Prepare, review, and file PTO communications including, but not limited to, new applications; Office Action responses, Information Disclosure Statements, assignments and related ownership transfers, and the like Manage specific clients’ Extranet systems to access and communicate all correspondence, PTO filings, and PTO mail Review daily docket and deadlines Order documents, file histories, certified copies, etc Maintain current knowledge of IP rules and procedures Assist in other duties/special projects as assigned by supervisor or requested by lawyers Perform a variety of foreign prosecution-related tasks such as preparation and filing of PCT applications and all associated non-U.S. prosecution filings Enter national and regional stage and all associated formality requirements specific to each country Prepare and send necessary communications directly to foreign associates in order to manage and maintain foreign prosecution matters Report mail associated with foreign filings to the client Report, issue, and docket in own Outlook calendar soft deadlines (deadlines to provide client recommendation) when reporting foreign mail with a deadline Send reminders to attorneys related to soft deadlines Review daily docket and deadlines Analyze issued U.S. patents for proper Patent Term Adjustment Use patent analytical software to research and compile worldwide patent portfolio data Provide costs estimates using Global IP Estimator Order documents, file histories, certified copies, etc Maintain current knowledge of all foreign IP rules and procedures Assist in other duties/special projects as assigned by supervisor or requested by lawyers Create letters, legal documents, and memos in Word, spreadsheets in Excel, slide shows in PowerPoint; create and work with tables; create tables of contents; use spell-check and thoroughly proofread content of all documents Enter, edit, and track daily time in the firm’s time entry application according to required deadline Work with attorneys and other legal secretaries in reviewing and editing proformas and work with Accounting to finalize and submit client invoices on a timely basis In Outlook, manage inbox (creating folders), manage calendar, set-up meetings electronically, manage contacts, work and search in the firm’s document management system and understand and set-up distribution lists Prepare preparation of check requests and firmwide expense reports accurately and promptly Possess knowledge of and apply high level of detail to file openings and conflict checks using the firm’s online file opening system Possess working knowledge of the firm’s record management system to store and retrieve hard copy documents, create labels, request folders, store and retrieve electronic documents, and store and retrieve e-mails Assist other secretaries and Patent Specialists with overflow work and provide backup support during vacations, leaves of absence, etc Coordinate and verify travel arrangements with our service providers and process related business expense reimbursements Schedule meetings, book conference rooms, video conferences and Webexes Skills High school diploma or equivalent Knowledge and understanding of Intellectual Property basic legal terminology Ability to concentrate for lengthy periods of time while maintaining a focus on detail Ability to handle multiple tasks and routine responsibilities on a daily basis and a willingness to make judgment decisions Ability to balance the initiative with level of knowledge, a willingness to follow instructions and the responsibility of bringing any problems, concerns, or discrepancies to the attention of the supervising attorney or paralegal Ability to communicate effectively with a varied audience, including all levels of firm members, vendors, clients, and other outside interested parties Must be able to communicate and interact effectively with employees and/or other clients Effectively manage and communicate confidential issues This job operates in an office setting and is largely sedentary, requiring the routine use of a computer and other standard office equipment. The ability to open file cabinets, lift files, bend, and stand on a stool may also be required College degree preferred Benefits Medical/Prescription Drug Coverage (including a Health Savings Account feature) Back-up Child/Elder Care and access to a caregiving concierge Dental Insurance Wellness Program Vision Insurance Pre-tax Commuting Benefits 401(k) Retirement Plan and Profit Sharing Business Travel Accident Insurance Short- and Long-term Disability Protection Pet Insurance Life Insurance (including Basic, Supplemental, Spouse, Child, and Accidental Death and Dismemberment) Health Advocacy Services Paid Time Off (20 days/year through first 4 years of employment; 25 days/year after 5 years of employment) Identity Protection/Restoration and Fraud Insurance Parental Leave (18 weeks of which 6 are paid; short-term disability may provide additional paid time off) Student loan refinancing options and access to a student loan concierge service Paid Holidays (12) Addiction Resources Family Building Benefits Breast Milk Delivery and Lactation Support Services Flexible Spending Accounts Employees also may be eligible to receive bonuses and certain expense reimbursements Employee Assistance Program Professional Development and CLE Credit Opportunities 529 Deductions Relocation Accident Insurance Employee Referral Program Critical Illness Insurance Hybrid/Remote Work Opportunities Hospital Indemnity Insurance Perks including: Technology, Entertainment, and Travel Discount Programs Bereavement Leave All other benefits (such as leaves of absence) required by law Company Overview At K&L Gates, we foster an inclusive and collaborative environment across our fully integrated global platform that enables us to diligently combine the knowledge and expertise of our lawyers and policy professionals to create teams that provide exceptional client solutions. It was founded in 1883, and is headquartered in Pittsburgh, Pennsylvania, USA, with a workforce of 1001-5000 employees. Its website is Company H1B Sponsorship K&L Gates has a track record of offering H1B sponsorships, with 1 in 2025, 3 in 2024, 1 in 2023, 6 in 2022, 2 in 2021, 19 in 2020. Please note that this does not guarantee sponsorship for this specific role.