IP IDS Assistant / Office Services Assistant

Clark+Elbing is a top-tier intellectual property (IP) law firm focused on protecting and promoting innovations in life science, chemistry, devices, and diagnostics. They are seeking a highly detail-oriented Information Disclosure Statement (IDS) Assistant to join their Boston office, combining responsibilities from the IDS team and Office Services department, providing an excellent entry-level opportunity for individuals interested in patent law.

Responsibilities

• Prepare Information Disclosure Statements (IDSs) and submit for review
• Review IDS filings, including transmittal letters, U.S. and foreign patent documents, and non‑patent literature citations
• Provide feedback on IDS pre‑check and post‑check procedures
• Proofread issued U.S. patents and pre‑grant publications
• Prepare Requests for Certificates of Correction
• Maintain dockets for proofreading actions and IDS pre‑ and post‑filing reviews
• Manage patent literature and upload information to internal databases
• Handle sensitive and confidential documents, often time‑sensitive in nature
• Assist Legal Administrative Assistants and other staff as needed
• Answer and route incoming phone calls; welcome guests and provide hospitality
• Log, scan, and distribute incoming and outgoing mail, packages, faxes, and daily USPTO correspondence
• Coordinate outgoing mail, including preparing labels and delivering urgent packages to USPS or other carriers
• Order and stock office, kitchen, and printer supplies
• Maintain conference rooms, kitchen, and common areas in a clean and orderly manner
• Manage guest access, conference room reservations, and meeting technology setup
• Obtain patent publications, journal articles, and trademark information as requested
• Perform office errands such as bank deposits and obtaining apostilles
• Provide light cleaning tasks such as spot cleaning floors, clearing expired food, and breaking down boxes
• Submit building maintenance or security access requests
• Schedule courier pickups and deliveries
• Arrange catering and assist with setup and breakdown for meetings and events
• Assist with onboarding and offboarding employees
• Handle large print jobs and document assembly requests
• Support Practice Systems with client file transfers and preparation of paper filings
• Oversee daily document mailing requests, including checklists and CPI updates
• Monitor the Office Services inbox and assist all departments as needed

Skills

• Meticulous attention to detail, strong organization, and excellent time management
• Excellent spelling, grammar, and written/oral communication skills
• Professional demeanor, diplomacy, and strong customer service orientation
• Ability to work independently and collaboratively with all levels of firm personnel
• Ability to adapt to changing priorities with flexibility and appropriate urgency
• Strong interpersonal skills and ability to multitask effectively
• Excellent computer skills, including proficiency with Microsoft Office
• Ability to lift up to 30 lbs. regularly
• Bachelor's degree required
• Familiarity with iManage and CPI preferred
• Cum laude designation preferred
• Legal office experience preferred but not required

Benefits

• Hybrid Schedule
• Medical Insurance
• Dental Insurance
• Vision Insurance
• Flexible Spending Account
• Health Reimbursement Account
• Health Savings Account
• 401(k) plan
• Safe Harbor 401(k) contribution
• Profit Sharing 401(k) contribution
• Disability and Life Insurance
• Parental and Family Leave
• Commuting benefits
• Paid Time Off

Company Overview

Company H1B Sponsorship