IP Legal Assistant

Senior IP Legal Assistant – London

A highly regarded IP firm is looking to appoint a Senior IP Legal Assistant to join its central London office. Known for its technical excellence, the firm combines an impressive client portfolio with a supportive, partnership-led culture. With a collaborative atmosphere and strong infrastructure, this is an excellent environment for IP professionals seeking long-term progression and work of genuine quality.

This opportunity would suit someone with a background in patent or trade mark support, ideally with formal qualifications such as the CITMA certificate. The role involves working closely with fee earners across multiple practice areas, providing high-level legal administrative support across patent and trade mark matters. You will act as a senior member of the IP support team, contributing to mentoring and team cohesion as well as driving quality in service delivery.

Key Responsibilities:

• Provide high-level legal support to fee earners across patent and trade mark portfolios.
• Liaise confidently with clients and foreign agents, handling queries and managing correspondence.
• Manage assignments, name and address changes and notarisation/legalisation of documents.
• Prepare and file official forms with the EPO, UKIPO, EUIPO and WIPO.
• Produce accurate correspondence tailored to specific client requirements and delivery methods.
• Maintain and monitor diary systems and deadlines for both yourself and allocated fee earners.
• Handle coordination of trade mark applications and manage formalities throughout the full lifecycle.
• Oversee billing processes, including WIP review, invoice request and draft invoice review.
• Ensure high standards of document management using DMS (e.g. iManage) and case systems (e.g. Inprotech).
• Mentor junior team members, assist with training and contribute to a supportive team environment.
• Collaborate with colleagues to ensure shared inboxes and workload peaks are handled efficiently.
• Document key processes, suggest improvements and contribute to firm-wide change initiatives.
• Manage secure portals, CRM data, portfolio reports and cost estimates.
• Support ad hoc business and administrative tasks as needed.

Requirements:

• Extensive experience in trade mark formalities within a law firm or IP firm environment.
• Strong understanding of UKIPO, EPO, EUIPO and WIPO procedures.
• Excellent organisational skills and the ability to manage multiple priorities.
• High level of accuracy and attention to detail.
• Strong written and verbal communication skills.
• Proactive, adaptable and collaborative working style.
• Familiarity with IP case management systems (e.g. Inprotech) and document management systems (e.g. iManage).
• Experience mentoring or supporting junior colleagues is advantageous.
• CITMA qualification is highly desirable.
• Confident handling of client correspondence and legal documentation independently.