Legal Secretary-Intellectual Property Job at Haynes and Boone, LLP in Plano

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Overview

At Haynes and Boone, our people are the driving force behind our success. Because we value the role every individual plays in how we deliver exceptional legal services, we hire people who will contribute to our professional reputation, enhance client relationships and share in our success. Haynes and Boone’s Dallas-North office serves clients throughout the Dallas-Fort Worth metroplex, nationally and internationally. Our office includes a large group of the firm's intellectual property and patent professionals, along with corporate, security, and technology law professionals. Our team members handle complex patent trial matters, including inter partes review proceedings before the U.S. Patent and Trademark Office, and many of our attorneys are nationally recognized in this area of law. Our Dallas-North lawyers also counsel clients in patent strategy, patent prosecution and portfolio management, licensing, and litigation. Our lawyers are recognized in publications such as the 2021 edition of The Best Lawyers in America. We are committed to having a diverse workforce that reflects our communities, and we seek highly motivated lawyers and staff who value our culture of respect and teamwork. The new Dallas-North office is located in Legacy West in Plano – home to several national and global corporations.

Position

The Intellectual Property Legal Secretary provides high-level administrative and legal support to attorneys and agents specializing in patent prosecution and other IP matters. This role requires strong familiarity with USPTO procedures, IP terminology, and electronic filing systems, as well as excellent organization and communication skills.

Reporting Relationship

This position reports directly to the Office Administrator and indirectly to assigned attorneys/agents.

Responsibilities

• Prepare and process client/matter requests, time and expense reports, and client billing.
• Draft, revise, proofread, and redline correspondence, memoranda, legal documents, and other client materials.
• Prepare and process U.S. patent prosecution filings for attorney/patent agent review, including but not limited to: ADSs, IDSs, terminal disclaimers, restriction requirements, shell amendments, etc.
• File U.S. and international applications via Patent Center and ePCT; stay current on electronic filing updates.
• Monitor client files and deadlines using Patent Center, Pattsy Wave, and other docketing systems.
• Prepare and record assignment documents with the USPTO.
• Coordinate and send client communications via secure e-filing and file-sharing systems.
• Generate and calculate patent filing cost estimates.
• Copy, distribute, and transmit finalized legal work via mail, courier, or electronically.
• Manage attorneys/patent agents’ calendars, schedule meetings/appointments, and coordinate travel arrangements.
• Maintain electronic case files.

Additional Responsibilities

• Provide coverage for other secretaries, summer associates, or visiting attorneys as needed.
• Perform other duties or special projects as assigned.

Education

• High school diploma required; associate degree or college coursework preferred.

Experience

• 2–5 years of experience in patent prosecution support within a legal or IP-focused environment.
• Solid understanding of U.S. Patent and Trademark Office (USPTO) procedures and rules.
• Familiarity with IP systems such as Patent Center, USPTO and WIPO websites; document management tools (NetDocs); time and billing tools (Chrome River, InTapp Time); CRM systems (Interaction or similar); conflict-checking procedures and multi-line phone systems.

Skills

• Advanced proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Excellent grammar, spelling, and written/verbal communication skills.
• High attention to detail, accuracy, and follow-through.
• Strong organizational skills and ability to prioritize multiple deadlines.
• Demonstrated customer service mindset and ability to work collaboratively in a team setting.
• Knowledge of IP-related record-keeping and filing best practices.

Physical Requirements

• Ability to remain seated at a desk for extended periods (approximately 85% of the time).
• Frequent use of office equipment including computers, printers, and copiers.
• Occasional movement around the office (approximately 15%) to perform tasks such as filing and copying.
• Must be able to lift up to 15 lbs on occasion.
• Requires visual acuity and ability to view information on a computer screen for extended periods.
• Regular verbal and written communication with attorneys, clients, and staff.

Work Environment

• Professional office environment.
• Standard business hours; occasional overtime may be required.

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