Intellectual Property Secretary

Norton Rose Fulbright US LLP - Houston, TX4.1

Full-timeEstimated: $34,000 - $48,000 a year

The Secretary in the Houston, TX office will support lawyers in our Intellectual Property practice. The ideal candidate will take initiative, have integrity, and will be dependable. Overtime and flexibility in schedule may be required from time to time.

Responsibilities include, but are not limited to:

  • Maintain organization of client files, including electronic files in the firm’s document management system (FileSite)
  • Proofread all documents, correspondence, etc. for content, grammar, and accuracy
  • Prepare and process new client/new matter forms, along with conflicts search and preparation of engagement letters
  • Prepare and e-file documents for State and Federal cases, adhering to legal document standards to ensure proper format and completeness for court acceptance.
  • Manage document deliveries and track final executed documentation
  • Assist with litigation claim charts, expert charts, and preparation of deposition notebooks
  • Work with attorneys and paralegals to prepare and e-file patent and trademark applications and other documents with the USPTO
  • Maintain and update foreign and U.S. trademark prosecution files and case materials both in physical files and in electronic records management systems
  • Prepare and transmit standardized correspondence relating to patent, trademark prosecution to clients and attorneys including reporting letters, foreign associate invoices, search reports and status reports
  • Review the docket on a daily basis to track all deadlines associated with trademark and patent prosecution and assist with the daily clearance of deadlines
  • Review and finalize monthly client invoices, as necessary
  • Monitor status of outstanding client invoices and timely submit appeals for underpaid amounts, as necessary
  • Maintain lawyers calendars and coordinate travel arrangements
  • Manage expenses including preparation of online expense reimbursement requests
  • Perform other work related duties as assigned


  • Minimum five years of law firm or professional services experience preferred
  • Experience in litigation, patent prosecution, trademark prosecution and enforcement
  • Experience with e-filling with court and USPTO
  • Ability to assist with docketing and client billing, as necessary
  • Proficient with Microsoft Office Suite
  • Excellent organizational skills and attention to detail
  • Strong communication skills, both written and verbal
  • Good analytical and problem solving skills
  • Ability to work harmoniously and effectively with others as part of a team
  • Self-starter who is committed to the job, with flexibility to work overtime as needed
  • Demonstrates good judgment and exercises confidentiality and discretion
  • Maintains a calm and professional demeanor at all times

Job Type: Full-time


  • e-filing: 5 years (Preferred)
  • Intellectual Property: 5 years (Preferred)
  • Microsoft Office: 1 year (Preferred)


  • High school or equivalent (Required)


  • Houston, TX (Required)

Work authorization:

  • United States (Required)