Administrative Assistant

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.