IP Legal Practice Assistant

FBT Gibbons LLP is a national law firm focused on serving companies operating and investing in the middle market. With nearly 1,500 employees across 25 offices, we support clients ranging from large multinationals to mid-sized businesses and growth-oriented startups across the United States. Our teams collaborate across departments and geographies to deliver excellent service to our clients, colleagues, and the communities we serve.

At FBT Gibbons, diversity enriches our vibrant culture and empowers our teams to achieve more together. We welcome talented professionals who bring valuable skills, a collaborative mindset, and a shared commitment to helping our firm and clients thrive. Here, you’ll make meaningful contributions, collaborate with exceptional colleagues, and build a career that grows with your skills and ambitions.

We are currently seeking a highly organized and detail-oriented IP Legal Practice Assistant to support our dynamic Intellectual Property team, providing comprehensive administrative and practice support in a fast-paced, deadline-driven environment.

The ideal candidate is proactive, resourceful, and client-focused, with exceptional communication skills, strong attention to detail, and the ability to manage competing priorities while maintaining accuracy, professionalism, and sound judgment.

This position can be based in Cincinnati, OH; Columbus, OH; Indianapolis, IN; Newark, NJ; or Washington, DC.

Key Responsibilities

• Assist with preparing, filing and prosecution of US patent applications including electronic filing with the USPTO.
• Send signature documents (Power of Attorney, Assignment, and Declaration) for execution by inventors.
• Draft patent and trademark documents and correspondence.
• Send reminders to timekeepers and clients regarding upcoming deadlines.
• Manage IP docketing deadlines through CPI and other internal docket resources.
• Research and gather foreign references and non-patent literature documents, where applicable.
• Review filing receipts and notices of recordation received from USPTO for accuracy.
• Assist in all administrative aspects of IP work, including conducting searches on the USPTO website and corresponding with the USPTO to determine proper procedures and obtain information requested by attorneys or paralegals.
• Create and pull reports as needed by attorneys or paralegals from CPI.
• Maintain electronic files of all correspondence, work product and domestic and international filings in the firm’s IP document management system according to department protocols.
• Prepare, revise, and format legal documents and correspondence using various software applications and according to instructions. Proofread documents and correspondence for content, spelling, grammar, language usage, and punctuation, and save documents in final form.
• Manage the business intake process, submit information for and request adversary searches, draft screening memos and engagement letters, and open new files.
• Serve as a resource to teammates while demonstrating the willingness to mentor and share knowledge.
• Maintain and manage timekeepers’ calendars, including court docket deadlines, conferences, teleconferences, depositions, and other meetings as requested.
  
  

Job Requirements

• High school diploma or equivalent.
• 3+ years of IP legal practice assistant experience required.
• Highly proficient in Microsoft Office software programs.
• Ability to learn and apply practice group and/or firm specific software programs, including CPI, PracticeLink and NetDocuments, at a proficient level.
• Ability to work independently and collaboratively within a team structure.
• Ability to cooperate, work and communicate effectively and professionally with firm clients and firm personnel at all levels on the telephone, video, email, as well as in-person.
• Ability to organize and prioritize numerous tasks and complete them under time constraints according to any applicable internal or external deadlines.
• Ability to work in a fast-paced environment and shift attention from one area of work to another quickly and effectively.
• Ability to deliver exceptional client service, demonstrate flexibility, adapt to changes, and be team oriented.
• Strong grammar, spelling, vocabulary, and language skills are necessary as well an understanding of legal terminology.
  
  

FBT Gibbons is fully committed to equality of opportunity in all aspects of employment. It is the policy of FBT Gibbons to provide equal employment opportunity to all employees and applicants without regard to race, color, religion, national or ethnic origin, military status, veteran status, age, gender, gender identity or expression, sexual orientation, genetic information, physical or mental disability or any other protected status.

FBT Gibbons offers a competitive salary and a comprehensive benefits package, including health care coverage (medical, dental, and vision), life insurance, short- and long-term disability, paid parental leave, employee wellbeing and EAP programs, paid time off, and a 401(k) retirement plan with employer matching and profit-sharing. Benefit offerings and eligibility vary by location and are subject to applicable plan terms and legal requirements.

The pay range for this role accounts for the wide range of factors considered in making compensation decisions including but not limited to skill sets; experience and training; licensure and certifications; and other business and organizational needs. For applicants physically based in Newark, NJ or Washington, D.C., a reasonable estimate of the current range is $36.00 - $48.00 hourly. Actual pay will be determined based on skills, relevant experience and other job-related factors, consistent with applicable employment laws.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

Applicants must be authorized to work in the United States without current or future employer sponsorship. FBT Gibbons does not provide visa sponsorship for this position.