We are seeking an experienced office administrator who is highly organised and motivated to join a top-tier European intellectual property firm as a Administrative Assistant. 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.