Intellectual Property Secretary

Job Specification

Role: Intellectual Property Secretary

Location: Tshwane, Gauteng

Role Summary: A prominent legal practice in Tshwane is searching for an Intellectual Property Secretary, with excellent organisational skills, is results driven and possesses an excellent work ethic. The IP Secretary will assist our team of attorneys in our IP department covering patent, designs, trademarks and copyright related duties.

The Role of the IP Secretary

The role includes assisting and providing support to our attorneys with patents, trademarks, registered designs, copyrights, and intellectual property litigation. The incumbent will prepare applications, manage renewals, provide status reports to attorneys / clients, track progress of matters, and communicate with clients.

The role includes, but not limited, the following duties:

• Preparation of routine and formal documents for IP filings in South Africa, various Foreign Countries and PCT filings.
• Preparation of draft reports to client based on correspondence from foreign associates relating to IP filings, prosecution of such filings, Office Actions, grant or rejection notices etc.
• Preparation of IP portfolio reports.
• Assist with practice administration i.e., enquiries, manage billing records, relevant reports etc.
• Schedule appointments, manage calendars, for the Associate Attorneys and the team as needed.
• Manage office supplies and support general office administration duties as required by the firm.
• Deal with urgent matters promptly, efficiently and ensure that all urgent tasks are completed timeously.
• Follow up on letters regarding outstanding accounts
• Respond to incoming client correspondence.
• Update and maintain file records.
• Check and monitor standing instructions.
• Invoicing on all matters.
• Adhere strictly to the firm’s confidentiality and data protection policies, ensuring sensitive information is handled appropriately.

Qualifications and Experience:

• A Diploma in paralegal studies OR a minimum of 6 years’ experience.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and legal document management software.
• Familiarity with IP-related software and databases (strongly desirable).
• Strong organisational skills.
• Ability to withstand the pressures of handling varied tasks at the same time and meeting deadlines.
• Knowledge in prosecution of at least one of the IP rights.

Critical Skills and Attributes:

• Strong attention to detail.
• Strong written and oral communication skills
• Confident.
• Able to interact professionally with clients, attorneys, and external agencies.
• Exhibit discretion and maintain confidentiality in all client interactions.
• Proactive in anticipating the needs of the IP team and independently resolving issues that arise in case management.

No longer accepting applications. This job posting is closed.