Patent Secretary

The Opportunity

Sought is an experienced Patent Secretary to join the London office of a leading IP practice .

This is a key expansion role for someone with strong experience supporting senior patent professionals and a thorough understanding of intellectual property procedures. You will be trusted to manage a varied and demanding workload, ensuring that deadlines, documentation, client communications and administrative matters are handled accurately and efficiently.

This superb position offers the opportunity to work closely with Partners, Attorneys, clients and colleagues across the firm, making it ideal for a confident and proactive professional who enjoys taking ownership and building strong working relationships.

About the Role

Your responsibilities will include:

• Providing comprehensive secretarial and administrative support to a Partner and Patent Attorneys.
• Preparing, formatting, amending and proofreading complex patent documentation, ensuring a consistently high level of accuracy.
• Managing patent deadlines and monitoring matters through the firm's systems, proactively alerting attorneys to upcoming actions.
• Supporting the preparation and filing of patent documentation with the EPO and UKIPO.
• Handling client correspondence and formalities communications in a professional and timely manner.
• Maintaining accurate electronic files and ensuring documentation is correctly recorded within internal systems.
• Working closely with colleagues in London, Munich and other offices to coordinate client requirements, formalities, billing and administrative processes.
• Assisting with WIP management, invoicing, expenses and client billing information.
• Managing busy diaries, arranging meetings, conferences and video calls, and coordinating travel and accommodation.
• Preparing detailed travel itineraries and assisting with arrangements relating to hearings and Oral Proceedings.
• Developing a strong understanding of the Partner's practice and client portfolio, anticipating requirements and helping to keep matters moving efficiently.
• Providing assistance and knowledge-sharing to colleagues within the secretarial team and supporting additional Attorneys or trainees as the department develops.
• Handling confidential information with discretion and maintaining the highest professional standards.
• Taking ownership of ad hoc projects and administrative tasks as required.

About You

You will be an experienced Patent Secretary with a strong background supporting Senior Attorneys and/or Partners within a patent or intellectual property environment.

We are particularly interested in candidates who can demonstrate:

• CIPA qualification.
• Substantial experience within patent law/IP, ideally supporting senior-level patent professionals.
• Practical knowledge of EPO and UKIPO procedures and patent filings.
• Excellent written and verbal communication skills, with confidence dealing directly with clients and senior stakeholders.
• Exceptional attention to detail, particularly when working with legal and technical documentation.
• Strong organisational and time-management abilities, with the confidence to manage competing priorities and tight deadlines.
• A proactive approach, with the ability to anticipate what needs to be done rather than simply respond to requests.
• Strong proofreading and document-management skills.
• Experience with billing, WIP and financial administration would be advantageous.
• Excellent IT skills and the ability to learn and use specialist case-management systems.
• A collaborative approach and willingness to support colleagues across the wider secretarial team.
• The judgement and discretion required to handle sensitive client and business information.

Why Join?

You will become part of an established international intellectual property practice with a strong reputation across Europe and an increasingly global client base.

Working alongside experienced patent professionals, you will play an important role in supporting a busy and expanding practice, with the opportunity to build trusted relationships with both clients and colleagues across the firm.

If you are an accomplished Patent Secretary looking for a senior-level role where your expertise, initiative and organisational skills will be genuinely valued, we would be delighted to hear from you.

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