Intake Legal Assistant Jobs in Madison, WI (NOW HIRING)

DeWitt LLP is seeking an experienced and highly organized Intellectual Property Legal Assistant to support one to two attorneys in our Madison office.

This position provides a combination of legal, administrative, financial, and client-service support within our Intellectual Property practice. The successful candidate will be responsible for managing day-to-day administrative needs while also assisting with intellectual property matters and filings.

The ideal candidate is detail-oriented, proactive, comfortable managing deadlines, and interested in developing a strong understanding of intellectual property practice. Experience in intellectual property is preferred, but candidates with strong legal assistant experience and an interest in learning IP-specific processes are encouraged to apply.

• Assist attorneys with the preparation and processing of intellectual property documents and filings.
• Prepare and assist with Information Disclosure Statements (IDS) and supporting documentation.
• Assist with PCT filings and related documentation and deadlines.
• Prepare reporting letters and correspondence to clients regarding IP filings, prosecution matters, and deadlines.
• Assist with preparation and processing of USPTO and other intellectual property-related documents.
• Monitor and track intellectual property deadlines and provide timely reminders to attorneys.
• Assist with maintaining accurate client and matter information within firm systems.
• Coordinate with clients, foreign associates, and other outside contacts as directed by attorneys.
• Assist with other patent, trademark, and intellectual property-related tasks as assigned.
• Develop and maintain a working knowledge of IP terminology, procedures, and filing requirements.

• Manage attorney calendars, appointments, meetings, and deadlines as needed.
• Enter attorney time accurately and timely in the firm's timekeeping system.
• Assist with preparation and review of client invoices.
• Monitor client and attorney disbursements and expenses and ensure appropriate documentation and coding.
• Process and coordinate reimbursement of attorney and client-related expenses.
• Assist with new matter and client intake and maintenance of matter information.
• Prepare correspondence, documents, spreadsheets, and other materials as requested.
• Maintain electronic and paper files in accordance with firm procedures.
• Assist with client communications and other administrative needs.
• Coordinate meetings, conference calls, and other activities on behalf of attorneys.
• Provide general administrative support to assigned attorneys and the IP team.

• Provide responsive, professional, and high-quality service to attorneys, clients, and colleagues.
• Proactively communicate upcoming deadlines, outstanding tasks, and potential issues.
• Work collaboratively with other legal assistants, paralegals, docketing personnel, and attorneys.
• Maintain confidentiality and exercise sound judgment when handling sensitive client and firm information.
• Demonstrate flexibility and willingness to assist other members of the team when needed.
• Participate in firm initiatives, training, and professional development opportunities.

• 2+ years of experience as a legal assistant or in a similar professional administrative role.
• Excellent organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to prioritize multiple responsibilities and meet deadlines.
• Strong proofreading and document preparation skills.
• Proficiency with Microsoft Office, including Word, Outlook, and Excel.
• Ability to learn and effectively utilize legal technology and firm-specific software.
• Ability to work independently while also functioning effectively as part of a team.
• Professional demeanor and commitment to providing excellent client service.

• Previous experience supporting an intellectual property practice.
• Familiarity with patent and/or trademark terminology and procedures.
• Experience preparing or assisting with Information Disclosure Statements (IDS).
• Experience with PCT filings or other USPTO filings.
• Experience with IP docketing or deadline tracking.
• Experience with legal billing, time entry, disbursements, and client invoices.
• Experience working with USPTO systems or other intellectual property databases.

Candidates who do not have IP experience but have strong legal assistant experience, excellent attention to detail, and an interest in learning intellectual property are encouraged to apply.

The ideal candidate will be someone who:

• Takes ownership of their work and follows tasks through to completion.
• Is exceptionally organized and detail-oriented.
• Understands the importance of accuracy when working with legal documents and deadlines.
• Can manage competing priorities without losing sight of important details.
• Is comfortable asking questions and seeking clarification when needed.
• Anticipates the needs of the attorneys they support.
• Is proactive rather than waiting to be directed on every task.
• Enjoys learning new processes, technology, and areas of law.
• Demonstrates sound judgment and discretion.
• Is a positive, collaborative team member.
• Takes pride in delivering high-quality work and exceptional service.

At DeWitt, you will have the opportunity to work alongside experienced attorneys and legal professionals in a sophisticated Intellectual Property practice while being part of a collaborative, team-focused environment.

We believe our employees should have opportunities to learn, grow, and contribute. Whether you bring established IP experience or are looking to develop expertise in this area, DeWitt provides an environment where your attention to detail, initiative, and commitment to excellence will be valued.

DeWitt offers a competitive compensation and benefits package, professional development opportunities, and a supportive workplace culture.

DeWitt LLP is an equal opportunity employer. We are committed to providing a workplace where all qualified applicants and employees are treated with respect and consideration and have an equal opportunity to succeed.