Department: Legal

Job Title: IP Administrative Assistant, N0788-R

Description:
Provide direct clerical support to Senior Director, IP Manager and provide overflow work to the General Counsel, IP Paralegal and Legal Department as required.

ESSENTIAL DUTIES:

• Answer and take accurate messages directly for Patent Counsel and General Counsel as required
• Oversee, schedule and maintain Senior Director's calendar, providing reminders and ensuring Senior Director has necessary documentation for the day's meetings;
• Book collaborator, XOMA team and interoffice meetings, as required;
• Word-processing of general and legal correspondence, working with patent databases, and processing annuity payments;
• Assist Senior Director with email management, i.e. monitor daily, migrate message to folders, assist in deletion of old emails, flag emails for attention and provide reminders, update IP Paralegal with relevant case information;
• Code and assist in processing legal bills associated with IP;
• Interface with department administrative assistants and staff to coordinate and complete overflow work for General Counsel, including correspondence and agreements, as required and assigned;
• Collate, copy, fax, mail, scan, print, file and oversee Patent-related documents and forms;
• Create IP files and notebooks as needed
• Arrange travel, including hotel accommodations for IP personnel, other XOMA executives as required, and/or business guests as directed for both domestic and international travel; preparation of itineraries and expense reports;
• Prepare Senior Director's expense reports, check requests;
• Assist in management and organization of IP soft files

Job Requirements:

• Prior IP experience a plus;
• Proficiency with MS Office Suite;
• Must have exceptional organizational skills with ability to prioritize and juggle simultaneous tasks under strict time constraints;
• Excellent written and verbal skills with excellent proofreading skills;
• Professional demeanor and presentation with the ability to maintain strict confidentiality at all times;
• Strong interpersonal skills

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