Patent Secretary

Patent Secretary – London

Our client is a highly regarded intellectual property firm with an outstanding reputation for supporting some of the world’s most innovative organisations across the life sciences, biotechnology and technology sectors. Recognised for its collaborative culture, commitment to professional development and focus on delivering exceptional client service, the firm offers a supportive working environment where employees are encouraged to develop their careers while maintaining a healthy work-life balance.

An exciting opportunity has arisen for an experienced Patent Secretary to join the firm’s Biotechnology team on a 12-month fixed-term maternity cover contract. Supporting a group of Patent Attorneys of varying seniority, you will provide high-quality secretarial and administrative support, ensuring the smooth day-to-day management of patent portfolios and helping to deliver an exceptional service to an international client base.

Key Responsibilities

• Provide full secretarial and PA support to approximately six Patent Attorneys
• Manage busy diaries, scheduling meetings and coordinating both virtual and in-person appointments
• Oversee inbox management and monitor emails during attorney absences
• Arrange complex international travel, including flights, accommodation and itineraries
• Prepare, amend and format correspondence, patent specifications and legal documents to a high standard
• Draft routine reporting letters with minimal supervision
• Prepare papers and bundles for oral proceedings
• Produce and process invoices, review billing narratives and liaise with the finance team regarding work in progress
• Open new cases, maintain electronic files and update case management records
• Prepare official forms for UK, European, PCT and international patent and design applications
• Monitor daily deadlines and prompt lists, taking ownership of routine matters where appropriate
• Liaise directly with clients, the European Patent Office and overseas associates
• Obtain case information using patent office portals and the firm’s case management system
• Coordinate translation requests and manage assignment documentation
• Maintain intranet content and support wider administrative activities within the team
• Attend team and practice group meetings and contribute to the smooth running of the department

Requirements

• Previous experience as a Patent Secretary, Patent Administrator or Legal Secretary within an intellectual property environment
• Alternatively, a recognised secretarial qualification combined with relevant office experience
• Strong understanding of UK, European and international patent procedures
• Excellent organisational skills with the ability to manage multiple priorities and meet deadlines
• Confident working independently while also collaborating effectively within a team
• Strong written and verbal communication skills with excellent attention to detail
• Proactive approach with the ability to anticipate issues and identify practical solutions
• Professional, approachable and client-focused manner
• Proficiency in Microsoft Office applications including Outlook, Word, Excel and PowerPoint
• Experience using systems such as Inprotech, Aderant, SharePoint and Online Filing 2.0 would be highly advantageous

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