IP Legal Support Specialist

About the role

Greenberg Traurig (GT), a global law firm with locations across the world in 15 countries, has an exciting employment opportunity for you. We offer competitive compensation and an excellent benefits package, along with the opportunity to work within an innovative and collaborative environment.

Join our Intellectual Property Team as a Legal Support Specialist in our Washington D.C. office.

We are seeking a highly skilled and experienced professional who thrives in a fast-paced, deadline-driven environment. The ideal candidate will possess strong problem-solving and decision-making abilities, ensuring efficiency and accuracy in every task. With a dedicated work ethic and a can-do attitude, you will take initiative and approach challenges with confidence and resilience.

Excellent communication skills are essential for collaborating effectively across teams and delivering exceptional client service. With a client-focused mindset and a proactive approach, you will play a critical role in supporting attorneys, driving practice success, anticipating needs, and providing strategic solutions. If you are someone who demonstrates initiative, adaptability, and innovation, we invite you to join our team.

This role is based in our Washington D.C. office on an in-office basis.

Position Summary

The Legal Support Specialist provides high-level practice and administrative support to attorneys in the Intellectual Property group. The ideal candidate will exhibit professionalism, excellent communication skills, meticulous attention to detail, and the ability to manage multiple priorities efficiently. Flexibility to work overtime as needed is required.

Key Responsibilities

• Maintains and organizes legal files in both paper and electronic formats, and manages document deliveries and tracking of final executed documentation
• Prepares, proofreads, and processes legal and administrative correspondence, including reporting letters, search reports, status reports, and invoices
• Prepares and e-files legal documents in compliance with applicable court and agency formatting standards, and handles state and federal court filings, including electronic filings
• Manages electronic case files, maintains litigation binders, and prepares and oversees discovery and document tracking charts
• Opens new client matters, drafts engagement letters, processes audit responses, manages new client intake, and assists with closing transcripts and litigation transaction documentation
• Communicates with clients, opposing counsel, courts, and agency liaisons; reports USPTO and foreign office communications promptly; and ensures timely responses to all inquiries
• Researches, generates, and updates case status reports and IP schedules for clients, attorneys, and timekeepers, and sends deadline reminders as necessary
• Processes incoming mail, time entries, expense reports, and check requests, and maintains calendars, agendas, and reports for assigned attorneys
• Collaborates with the assigned billing specialist to prepare and distribute invoices, draft cover letters, and manage demand billing
• Schedules attorney travel and tracks business development activities
• Assists with quality assurance review of trademark filings and correspondence, identifying and reporting errors observed during routine records maintenance
• Provides overflow administrative support as needed and performs other duties and responsibilities as assigned

Qualifications

Skills & Competencies

• Strong problem-solving skills; takes initiative and uses good judgment with excellent follow-up skills.
• Exceptional attention to detail, outstanding organizational skills, and effective time management.
• Excellent interpersonal and communication skills (both oral and written), with professional demeanor and presentation.
• Ability to work independently as well as collaboratively within a team, and comfort with demanding deadlines, including overtime as case demands require.
• Ability to establish and maintain effective working relationships at all levels of the organization.
• Commitment to outstanding client service, consistently meeting high quality standards and exceeding client expectations; proactive in seeking innovative ways to help others.
• Ability to recognize and maintain confidential, sensitive, and proprietary information.
• Capacity to work under pressure and meet strict deadlines.

Education & Prior Experience

• Bachelor's Degree or equivalent experience preferred.
• Minimum of 2 years of experience in a law firm or other professional services organization preferred.
• Prior litigation support or legal administrative experience strongly preferred.
• Strong desire to work in the legal profession or related industry.
• Knowledge of basic legal research tools and the ability to apply those skills within a litigation context.

Technology

• Proficiency with Windows-based software and Microsoft Office Suite applications, including Word, PowerPoint, Excel, and Outlook, required.
• Experience with document management systems preferred.
• Experience with Intapp, iManage, and DocuSign is a plus.
• Exceptional computer skills with the ability to learn new software applications quickly.

Pay and benefits

The expected pay range for this position is: $32.68 - $41.37 per hour Actual pay will be adjusted based on experience, location, and other job-related factors permitted by law.

Full time employees may be eligible for a discretionary bonus, health insurance with an optional HSA, short term disability, long term disability, dental insurance, vision care, life insurance, Healthcare and Dependent Care Flexible Spending Accounts, 401K, vacation, sick time, and an employee assistance program.

Additional voluntary programs include: voluntary accident insurance, voluntary life, voluntary disability, voluntary critical illness and cancer insurance and pet insurance. Commuter and Transit programs may also be available in certain markets.