Administrative Assistant - Legal

  • location: Billerica, MA
  • type: Temporary
  • salary: $26 per hour
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job description

Administrative Assistant - Legal

Leading life sciences organization in Billerica is looking for a Legal Admin/Coordinator to provide support for the IP team. This is a short term contract position
The successful candidate must be able to work as a member of a larger legal team, as well as independently manage a variety of projects.
The ideal candidate will have corporate and multinational public company experience and possess project management skills with an ability to manage projects across multiple sub-teams.

Working hours: 8:00 AM - 4:30 PM

  • Provide administrative support for Legal team members and IP counsels, including planning and scheduling meetings, conferences, teleconferences, travel planning and travel expense reports;
  • Manage billing and invoice processing system to efficiently process invoices from outside counsel;
  • Coordinate, organize and plan meetings and functions with internal and external stakeholders (executives, employees, board members, customers and investors); including for example, the monthly Global Invention Disclosure Review Meeting. This may include coordination of all travel logistics, i.e., itineraries, appointments, locations, transportation, etc.;
  • Organize and maintain electronic and paper files;
  • Maintain administrative forms, manuals and desk procedures/workflows.
  • Use Microsoft Office suite to proficiently provide technology-based support and work product, including Power Point Presentations, Excel Spreadsheets, and Word Documents;
  • Execute support tasks and project on a timely basis, by prioritizing workload and multiple deadlines;
  • Work independently while collaboratively partnering with other administrative assistants reporting to senior executives
  • Data entry/validation across various modules;
  • Execute patent portfolio management tasks, analytical projects, reports, formal document, etc. in support of the patent and trademark prosecution practice
  • Assist with coordination and administration of the company’s Inventor Award & Recognition program
  • Energetic self-starter with strong organizational and project management skills who would enjoy working in a legal department;
  • Highly accurate, detail oriented and able to manage multiple priorities/tasks under deadline pressure;

--Ability to interact with all levels of personnel; good oral and written communication skills to convey understanding;
--Software skills including spreadsheets and flow-diagrams;
--Excellent problem solving skills;
--The ability to communicate effectively with all levels of the organization;
--Ability to work well under pressure in an ever-changing environment while maintaining poise and professionalism;
--Extreme attention to detail and follow-through;
--Strong judgment and decision-making ability;
--Discretion, judgment, tact and diplomacy;
--Outstanding interpersonal and customer service skills;
--Exceptional organization skills with ability to handle sensitive confidential information in a professional manner;
--Ability to effectively interact with staff (at all levels) in a fast paced environment, with a high level of professionalism and confidentiality;
--Versatile and dependable, and able to work with team members in other company locations;
--Exceptional attention to detail, and keen organizational skills.
--Project management experience;
--Contract experience;
--Paralegal certificate a plus
--Invoicing and budgeting experience a plus;
--Training experience a plus.



 A Bachelor's Degree or equivalent experience;

To be considered please submit resume directly to: All qualified applicants will be notified within 24 to 48 hours.

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