Service Center Secretary - Intellectual Property
Ropes & Gray - Boston, MA

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The Service Center Secretary provides administrative support to designated firm personnel. Responsibilities include creating and editing documents, handling e-mails and calendars, making travel and meeting arrangements, project coordination and client/customer relations. Responsibilities must be managed efficiently through strong technical skills, strong organizational and communication skills and a strong foundation gained through experience within the practice groups supported.


  • Responsible for supporting a patent prosecution practice.
  • Responsible for document creation and edits in Word, PowerPoint and Excel.
  • Adheres to document processing guidelines by transitioning appropriate work to document processors. Coordinates workflow appropriately with document processors and provides appropriate instruction, follow-up and follow through on all document processing tasks.
  • Coordinates all administrative details on attorney projects including work flow between clients, timekeepers, staff, document processing and night staff.
  • Prepares correspondence, memoranda and other documents in an accurate and timely manner. Spell checks and proofreads each document for content and context.
  • Prints documents from database or e-mails.
  • Copies and scans documents, creates binders and coordinates documents for projects.
  • Maintains Matter Centric Workspaces filing and develops and maintains local document files.
  • Maintains general office organization and file cleanup for those supported by a Service Center.
  • Processes document searches and retrieval through LegalKEY.
  • Updates loose leaf department periodicals on a timely basis.
  • Coordinates all travel arrangements for those supported using Axiom as appropriate and applying attorney’s travel profile preferences.
  • Processes expense reports and monitors for payment.
  • Effectively utilizes Outlook, Outlook folders, Rules and Alerts, and Interaction.
  • Acts as a resource for organizational knowledge – who to go to for what.
  • Schedules meetings, teleconferences and videoconferences and ensures all logistics are appropriately managed.
  • Opens, sorts and prioritizes mail for assigned staff.
  • Works cooperatively with team members as well as all other Ropes & Gray employees. Coordinates workflow throughout team and provides problem-solving solutions as issues or conflicts arise.
  • Handles all information in a professional and confidential manner.
  • Creates and maintains desk information and is knowledgeable about assignment.
  • Prepares department specific documentation such as Table of Contents/Authorities and court/closing documents.
  • Participates in practice group business development activities.
  • Participates in firm initiatives and special projects, e.g. continuous improvement initiatives, professional development and training, and focus groups.
  • Adheres to Service Center guidelines.

    Performs other work-related duties as assigned.

    • Must have experience supporting a patent prosecution practice.
    • Skilled in firm-licensed software as well as department specific software.
    • Ability to interact professionally and effectively with clients, partners, associates and all levels of firm personnel.
    • Ability to organize and prioritize numerous tasks and complete them under time constraints.
    • Must be flexible and have the ability to work under tight deadlines, handle multiple tasks, and respond quickly to changing priorities and responsibilities.
    • Ability to understand and work in a teamwork/collaborative style and environment; able to share information, goals, opportunities, successes and failures with the appropriate parties and management team.
    • Must support Secretarial Services teamwork guidelines.
    • Ability to anticipate problems and focus on appropriate solutions while incorporating differing viewpoints.
    • Must be a self-starter and demonstrate a positive, proactive approach.
    • Ability to work effectively in a multi-office environment.
    • Exhibit loyalty to the Firm and is supportive of its goals and objectives.
    • Must demonstrate the ability to maintain strict confidentiality of the firm’s internal and personnel affairs.
    • Must be familiar with all office procedures and keep current with policy manual, procedures manual, non-exempt staff handbook and any procedural changes as they evolve.

    • Strong interpersonal skills to communicate and consult with a diverse group of lawyers, clients and staff.
    • Intermediate knowledge of MS Word, Excel and PowerPoint.
    • Excellent verbal, written and communication skills.
    • Strong organizational skills, attention to detail, follow up and follow through.
    • Excellent time management and prioritization skills.

    Additional Information:

    Normal office environment and schedule.
    The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements.

    Ropes & Gray - 12 months ago - save job - block