IP Legal Practice Assistant – Intellectual Property

Job Description

IP Legal Practice Assistant | FBT Gibbons

The Tone:
This is a full-time role at FBT Gibbons, available in Cincinnati, OH; Columbus, OH; Indianapolis, IN; Newark, NJ; or Washington, DC. FBT Gibbons is a national law firm with nearly 1,500 employees across 25 offices, serving companies operating and investing in the middle market. This position is crucial for supporting the Intellectual Property team by providing comprehensive administrative and practice assistance in a deadline-driven environment. The IP Legal Practice Assistant will make meaningful contributions by ensuring efficient operations and accurate document management for attorneys and paralegals.

The TL;DR
• Role: Mid-Level
• Type: Full-time
• Location: In-person, Cincinnati, OH; Columbus, OH; Indianapolis, IN; Newark, NJ; or Washington, DC
• Pay: $36–$48 hourly
• Team: Intellectual Property team
• Mission: Support the Intellectual Property team with administrative and practice tasks to ensure efficient patent and trademark prosecution and management.
• Tech Stack: USPTO, CPI, PracticeLink, NetDocuments, Microsoft Office

What You’ll Actually Do
• Filing & Prosecution: Assist with preparing, filing, and prosecuting US patent applications electronically with the USPTO.
• Docket Management: Manage IP docketing deadlines using CPI and other internal resources.
• Document Preparation: Draft patent and trademark documents and correspondence, ensuring accuracy and proper formatting.
• File Maintenance: Maintain electronic files of all correspondence, work product, and domestic and international filings according to department protocols.
• Business Intake: Coordinate the business intake process, including adversary searches, drafting screening memos, engagement letters, and opening new files.

The Must-Haves
• Background: High school diploma or equivalent, with core domain knowledge in IP legal practice.
• Experience: 3+ years of IP legal practice assistant experience is required.
• Skills: Highly proficient in Microsoft Office software programs; strong organizational skills, including the ability to prioritize numerous tasks and meet deadlines; exceptional communication, grammar, spelling, vocabulary, and language skills, including an understanding of legal terminology; ability to learn and apply firm-specific software programs like CPI, PracticeLink, and NetDocuments.
• Bonus: Proactive, resourceful, and client-focused mindset, demonstrating strong attention to detail and the ability to manage competing priorities with professionalism and sound judgment.