Patent Secretary

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 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 mixed seniority, helping to sustain a streamlined workflow.

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 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 year's 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.