IP Litigation Legal Assistant

Benesch is proud to announce the opening of a position for IP Litigation Legal Assistant in our Chicago office! This position is hybrid and has work from home flexibility. Position Summary Are you looking for that opportunity to grow your litigation legal support experience and work with a dynamic set of attorneys? Does the thought of supporting attorneys with their litigation practice as well as their practice overall? Then our IP Litigation Legal Assistant position just might be that next career move you've been searching for! This role is perfect for the legal assistant who is looking to work in a cutting-edge office of one of the nation's fastest growing law firms and assist a litigation team in an energetic, fast-paced environment. The IP Litigation Legal Assistant plays a critical role in supporting assigned attorneys and practice teams, serving as a highly organized, proactive, and detail-oriented partner in the delivery of legal services. As a trusted member of the team, this role is responsible for coordinating a broad range of client, matter, document, billing, and operational support activities while ensuring exceptional service, accuracy, responsiveness, and professionalism. Success in this role requires sound judgment, professionalism, initiative, discretion, and the ability to manage competing priorities in a fast-paced environment. The Legal Assistant must work collaboratively with attorneys, colleagues, clients, and business professionals while maintaining a high level of responsiveness and client service. Essential Functions Document Preparation & Filing • Prepare, revise, format, redline, and proofread a wide range of intellectual property litigation documents, including pleadings, correspondence, memoranda, motions, briefs, discovery requests and responses, subpoenas, deposition notices, expert materials, claim construction materials, exhibit lists, pretrial and post-trial submissions, and trial documents at the federal, state, local, appellate, and administrative levels. • Generate and maintain tables of authorities, tables of contents, appendices, exhibit indexes, and other complex document components in compliance with court, tribunal, client, and firm standards. • Maintain a strong working knowledge of e-filing procedures and requirements for federal and state courts, appellate courts, the U.S. Court of Appeals for the Federal Circuit, the Patent Trial and Appeal Board, the Trademark Trial and Appeal Board, the U.S. International Trade Commission, and other applicable tribunals, and ensure timely, accurate submissions. Case & Matter Management • Assist with supporting all aspects of intellectual property case management, including patent, trademark, copyright, trade secret, unfair competition, and related commercial disputes, and coordinate with courts, tribunals, clients, witnesses, experts, consultants, vendors, and opposing counsel regarding hearings, depositions, mediations, arbitrations, claim construction proceedings, trials, and related proceedings. • Assist with the preparation and organization of discovery materials, including document productions, privilege logs, deposition exhibits, expert materials, claim construction materials, hearing binders, trial binders, demonstratives, and other case-related documentation. • Monitor case deadlines and collaborate with the docket department to ensure accuracy and timely compliance. Client & Stakeholder Coordination • Serve as a professional and responsive point of coordination for attorneys, clients, opposing counsel, co-counsel, consultants, vendors, internal departments, and other stakeholders. • Coordinate client meetings, conference calls, virtual meeting logistics, conference rooms, meal requests, materials, and follow-up items. • Support client service by anticipating needs, communicating clearly, protecting confidentiality, and escalating issues appropriately. Calendar & Workflow Management • Manage attorney calendars, including meetings, key transaction dates, filing deadlines, reminders, and competing priorities. • Use workflow management tools and practice group protocols to prioritize assignments, track status, support coverage, and ensure timely completion of work. • Collaborate with attorneys, paralegals, docketing, efiling department, records, accounting, conflicts, and other business professionals to keep matters moving efficiently. Billing, Timekeeping & Matter Administration • Enter, revise, review, and release attorney time entries in accordance with firm guidelines and client billing requirements. • Coordinate review of proformas and billing documentation in coordination with accounting, attorneys, and other stakeholders. • Perform initial conflict checks, assist with new matter intake, open and close client matters, prepare engagement documentation, and maintain matter-related administrative records within our document management system. File & Records Management • Create, maintain, organize, and close electronic and hard copy client and administrative files in accordance with firm protocols, including use of the document management system. • Maintain organized case files, pleadings, discovery materials, deposition exhibits, expert materials, hearing and trial transcripts, and other matter materials to support knowledge management and efficient future access using a standard naming convention including version control, confidentiality, and retention practices. Travel, Expenses & Administrative Support • Coordinate domestic and occasional international travel arrangements, including itineraries, accommodations, ground transportation, and expense tracking for reimbursement. • Process expenses, coordinate reimbursements, and assist with administrative tasks that support attorney productivity and client service. • Provide backup support for practice group team members during high-volume periods, absences, or special projects. Additional Responsibilities • Actively participate as a member of the practice group support team, contributing to a collaborative, responsive, and service-oriented culture. • Remain current on firm systems, technologies, workflows, templates, and best practices, including legal technology training and practice support standards. • Support special projects, process improvements, practice group initiatives, business development support, and other administrative or operational duties as assigned. • Demonstrate flexibility to work overtime, outside standard business hours, or on urgent matters when business needs require. Qualifications & Experience • High School Diploma or equivalent required. • Minimum of seven (7) years of litigation support experience within a law firm environment, with intellectual property litigation, patent litigation, trademark litigation, copyright litigation, trade secret litigation, or other complex litigation experience strongly preferred. • Demonstrated expertise in federal and state court filing procedures, including electronic filing systems and compliance with jurisdictional requirements, as well as experience supporting filings before the U.S. Court of Appeals for the Federal Circuit, the Patent Trial and Appeal Board, the Trademark Trial and Appeal Board, the U.S. International Trade Commission, or other intellectual property tribunals strongly preferred. Skills & Competencies • Exceptional organizational skills and the ability to manage multiple priorities, competing deadlines, and changing work demands while maintaining accuracy and attention to detail. • Strong written, verbal, and interpersonal communication skills, with the ability to interact professionally and effectively with attorneys, clients, colleagues, and external stakeholders. • Demonstrated ability to exercise sound judgment, maintain confidentiality, and handle sensitive information with discretion and professionalism. • Advanced proficiency in Microsoft 365 applications, including Word, Outlook, Excel, and PowerPoint, with the ability to create, revise, format, and proofread complex legal and administrative documents as well as to collaborate effectively while working with documents in SharePoint. • Strong technical aptitude and the ability to learn and effectively utilize legal, administrative, document management, billing, workflow, and other business systems. • Proven ability to work independently and collaboratively in a fast-paced, client-service-driven environment while maintaining a high level of responsiveness and accountability. • Demonstrated commitment to exceptional client service, professionalism, adaptability, and continuous improvement. • Experience with legal and administrative systems such as Intapp Time, Intapp Open, Emburse, Aderant, Adobe Acrobat, DocuSign, Intapp DealCloud, iManage, Litera, DocXtools and Best Authority, as well as PACER, CM/ECF, Federal Circuit electronic filing systems, PTAB and TTAB filing systems, U.S. International Trade Commission filing systems, litigation support platforms, and related legal technology strongly preferred. • Proactive, solutions-oriented approach with the ability to anticipate needs, identify issues, recommend practical solutions, and take ownership of assignments. The salary range for this position is $85K to $110K. Please note that quoted salary ranges are based on Benesch's good faith belief at the time of the job posting and are not a guarantee of what final salary offers may be. Base pay is based on market location and may vary depending on job-related knowledge, skills, and experience. Base pay is only one part of the Total Rewards that Benesch provides to compensate and recognize our staff professionals for their work. Full-time positions are eligible for a discretionary bonus and a comprehensive benefits package.