We are seeking an experienced Administrative Assistant who is highly organised and motivated to join a top-tier European intellectual property firm as a Legal Administrator. This is an excellent opportunity to support trademark and patent attorneys assisting with essential administrative processes underpinning intellectual property (IP) work. This position is full time 9-5, Hybrid (60% office / 40% home)
This role offers clear progression, allowing you to develop your expertise over time and take on increasingly complex responsibilities across multiple teams.
Key Responsibilities
*Learn and perform core functions within the Intellectual Property Support team, developing full competency across processes
*Manage incoming correspondence (post, email, and EPO electronic mailbox), including scanning and filing within the document management system
*Update the firm’s IP portfolio management system with case details, correspondence, and official deadlines
*Notify attorneys and relevant staff of incoming communications
*Monitor internal and official deadlines, ensuring all actions are completed in a timely manner
*Produce high-quality written communications for internal and external stakeholders
*Prepare, file, renew, and validate patents, trademarks, designs, and other IP rights via offices, foreign agents, or intermediaries
*Prepare cost estimates for renewals and validations to support client decisions
*Ensure accurate and timely client reporting and invoicing
*Liaise with attorneys, colleagues, and external agents to complete required actions
Development & Progression
*Expand knowledge by working across additional teams and processes
*Progress to more advanced administrative responsibilities
*Act as a ’buddy’ to new team members, providing guidance and feedback
*Contribute to team development and continuous improvement initiatives
Person Specification
*GCSE grade 5 or above in Maths and English
*Strong commitment to delivering excellent client service
*High level of accuracy with a methodical and organised approach
*Ability to manage high volumes of work efficiently while maintaining quality
*Experience working to tight deadlines in an administrative environment
*Strong prioritisation and time management skills
*Adaptable and able to manage changing workloads and demands
*Eagerness to learn and develop professionally
*Excellent written and verbal communication skills
*Strong interpersonal skills with the ability to build effective working relationships
*Ability to work independently and complete routine tasks with minimal supervision
What the firm offers you
*A competitive salary
*Structured training and clear career progression
*Supportive and collaborative team environment
*Flexible hybrid working model
If you are detail-oriented, proactive, and looking to build a career in intellectual property administration, we would love to hear from you.