Legal Administrative Assistant

We offer our professional staff the opportunity to take their careers as far as they can envision. Through innovative workplace programs and initiatives, we continually invest in their growth and development as employees and as people. We reward exemplary professional efforts at every level of the firm. 

Interested applicants may apply for open positions using the link below. You are not considered an applicant unless you apply online using this site. We only accept applications for open positions and do not accept general inquiries.

Carlton Fields is seeking a Legal Administrative Assistant for its Tampa office to support its nationally recognized Intellectual Property practice.

Qualified candidates must possess a minimum of 3 years of experience as a legal administrative assistant. Previous experience in an intellectual property role within a law firm or corporate legal department managing IP tasks and associated IP filings a plus. Familiarity with US patent, trademark, and copyright practice and procedures and domain name registration and enforcement strongly preferred.

Qualified candidates must be proactive, flexible, a strong team player, detail oriented, have excellent organizational and communication skills.  Candidate must demonstrate technical proficiency in using Microsoft Word, Excel, and Outlook.  Experience with iManage, practice/task management software (e.g., Asana, Jira), IP docketing systems (e.g., Cpi, Alt Legal, PATTSY), corporate records searching (Sunbiz and Delaware SoS), USPTO filing on TEAS, USPTO searches on TESS and PAIR, Federal court searching via PACER and filing via CM/ECF each a plus. 

The ability to multi-task and prioritize tasks based on the practice group’s business needs is essential.
 

Duties include, but not limited to:

• Prepare engagement letters, submit new business intake and conflict checks
• Calendar, docket and manage case and task deadlines
• Print and review IP dockets
• Draft client communications and reporting letters
• Maintain case and client files and records
• Support time entry in accordance with firm policies
• Proofread and revise proformas; apply charges from flat fee schedule; support client billing
• Create agendas for practice group and IP docket meetings
• Manage expense submissions and reimbursements, process vendor invoices and other disbursements; track payment to foreign associates and vendors; reconcile invoices and payments
• Assist attorneys in preparing, proofreading and revising legal documents
• Scheduling of Court appearances and depositions; and arrange travel logistics
• Experience with e-filing documents in Federal and Florida State Courts
• Maintaining attorneys’ calendars and contact lists
• Backup coverage for other Legal Administrative Assistants when necessary

Actual salaries will vary depending upon various factors, including relevant experience and skillset. The salary range listed is just one component of the Carlton Fields total compensation package for employees. Other monetary rewards include annual discretionary bonuses based on performance and profit-sharing contributions based on eligibility and firm profitability.

Additionally, Carlton Fields provides a comprehensive suite of benefits to promote health and financial security, including medical, dental, and vision insurance as well as life, accident, and disability insurance plans. The firm also provides the opportunity to participate in 401(k) retirement benefits, commuter benefits, and well-being programs.