Intellectual Property Legal Secretary in London

We are recruiting an Intellectual Property Legal Secretary / Intellectual Property Support Specialist (IPSS) to provide high-level administrative and work‐management support to fee earners within a leading London IP practice. This role offers an excellent opportunity to build a long‐term career within a specialist IP environment, supporting high‐quality technical and legal work in a collaborative and professional team. This is a detail‐driven role requiring strong organisational skills, excellent communication and a genuine interest in intellectual property.

Key Responsibilities

• Managing incoming post and correspondence, ensuring electronic files are accurate and up to date.
• Monitoring daily prompt lists and reminding fee earners of key deadlines.
• Preparing correspondence, reports, specifications and other documentation for review and signature.
• Following Standard Operating Procedures (SOPs) on all client matters and flagging queries or inconsistencies.
• Checking case and name information against internal systems (e.g. Inprotech) and highlighting discrepancies.
• Supporting fee earners with meetings, conference calls, travel arrangements and client hospitality; answering telephone and Teams calls, taking messages and liaising with clients where appropriate.
• Preparing e‐forms for fee earner submission.
• Creating invoices and associated correspondence for fee earner approval and submitting invoices via e‐billing platforms.
• Maintaining electronic files, preparing documents for posting and supporting opposition work where required; filing incoming and outgoing emails and attachments to electronic matter files.
• Proofreading documents and specifications; ensuring all relevant data is accurately uploaded to firm system.
• Providing cover for colleagues during absences and assisting with workflow overflow; supporting Intellectual Property Support Managers (IPSMs) as required.
• Attending in‐office and remote meetings, including regular one‐to‐ones and know‐how sessions.

Skills & Experience Required

• A minimum of 2 years previous experience in a professional services environment.
• Proficient in Microsoft Office (Word, Outlook, Excel).
• Strong academic background and a genuine interest in intellectual property, law, science or technology.
• Exceptional attention to detail and accuracy and strong organisational and time‐management skills.
• Confident, engaging and positive communicator with the ability to build strong working relationships.

You may also have experience in the following: IP Legal Secretary, Intellectual Property Support Specialist (IPSS), Patent & Trade Mark Secretary, IP Administrative Assistant, IP Paralegal Assistant, Patent Secretary, Legal PA – Intellectual Property, IP Practice Coordinator, IP Documentation Specialist.