Office Assistant

Entry Level | Training Provided | Career Growth | Hybrid Schedule | Work/Life Balance

About the Position

We are a boutique intellectual property law firm seeking a highly organized, dependable, and detail-oriented Office Assistant to join our administrative team.

This is an entry-level position with a potential career path toward becoming a Patent Administrator. No prior law firm, patent, or intellectual property experience is required, although it is preferred.

You will begin by learning our firm's systems, procedures, document management practices, and office operations while providing support to our Patent Administrators, attorneys, agents, and administrative team. As you gain experience and demonstrate proficiency you will have the opportunity to receive training in increasingly specialized patent administration responsibilities.

Our goal is to hire someone who wants to learn, grow with our firm, and develop a long-term career in patent administration.

What You'll Do

Patent Administrative Support

Working with and supporting our experienced Patent Administrators, you will:

• Download, save, organize, and upload documents from U.S. and international patent office systems.
• Receiving, scanning, saving, distributing, and sending physical mail.
• Maintain and organize electronic patent files according to established procedures.
• Upload documents and information into our intellectual property management system.
• Save and organize patent-related emails and attached documents.
• Assist with maintaining and organizing electronic files for U.S. and foreign patent matters.
• Assist with document searches and other administrative research.
• Follow established procedures and checklists to ensure documents and records are processed accurately.
• Provide administrative and project support to Patent Administrators and attorneys/agents as needed.
• Helping attorneys and administrative staff with projects as needed.

You do not need patent experience to perform this work. We will train you on our procedures and systems.

General Office Support

You will also help keep our day-to-day office operations running smoothly by:

• Answering and routing incoming telephone calls.
• Greeting and assisting office visitors.
• Maintaining office and kitchen supplies.
• Coordinating deliveries, couriers, equipment service, and other office needs.
• Assisting with general office, building, and technology-related administrative tasks.

What We're Looking For

Patent experience is not required. Attention to detail is.

The work we do involves legal deadlines, client records, detailed procedures, and precise documentation. We can teach patent procedures and terminology. What we're looking for is someone who has the aptitude, attitude, and work habits necessary to learn them.

Being a good fit for our firm culture is equally important.

We are a small, collaborative firm where employees work closely together and depend on one another. We value people who are professional, respectful, dependable, approachable, willing to help, and receptive to feedback.

Our ideal candidate:

• Has exceptional attention to detail and accuracy.
• Enjoys organized, process-driven work.
• Can follow detailed written instructions and checklists.
• Notices when information is missing, inconsistent, or doesn't look right.
• Takes ownership of assignments and follows through.
• Is dependable and consistent.
• Learns new processes and technology quickly.
• Works well independently while also enjoying being part of a collaborative team.
• Communicates openly, respectfully, and professionally.
• Asks questions rather than making assumptions when something is unclear.
• Accepts constructive feedback and uses it to improve; is willing to acknowledge and correct mistakes.
• Exercises good judgment and maintains confidentiality.
• Is interested in developing a long-term professional career with the firm.

Qualifications

Required:

• High school diploma or equivalent.
• Strong computer skills.
• Proficiency with Microsoft Outlook and Word.
• Strong written and verbal communication skills.
• Strong organizational skills and attention to detail.

Preferred but not required:

• College coursework or degree.
• Previous professional office or administrative experience.
• Experience in a detail-oriented professional environment.
• Experience working with databases, electronic records, or document-management systems.

Work/Life Balance & Firm Culture

We believe employees can build successful careers while maintaining a healthy life outside of work.

Our firm offers:

• 37.5-hour standard workweek
• Hybrid work schedule
• Predictable regular working hours
• Hands-on training and mentorship
• Opportunities for professional development and advancement
• A collaborative small-firm environment
• Potential for Long-term career growth

Compensation & Benefits

Starting Pay: $20.00 per hour

Benefits available to eligible full-time employees include:

• Medical insurance
• Dental insurance
• Vision insurance
• Life insurance
• Flexible Spending Account
• 401(k)
• Paid time off
• Paid holidays
• Hybrid work schedule

Schedule & Work Location

This is a full-time position based in our Austin, Texas 78758 office with a hybrid work schedule.

Because this position includes responsibilities that must be performed in the office, reliable attendance on scheduled in-office days is required.

Pay: From $20.00 per hour

Expected hours: 37.5 per week

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Paid time off
• Vision insurance

Work Location: Hybrid remote in Austin, TX 78758