Who We Are
ArentFox Schiff is an award-winning, globally recognized law firm that delivers sophisticated, innovative, and practical legal solutions to clients around the world. With more than 600 lawyers and policy professionals, ArentFox Schiff's expertise is sought out by Fortune 500s, start-ups, international governments, non-profits and trade associations, and private individuals. Our work spans highly complex, global matters as well as the deeply personal issues that shape the lives of individuals and communities.
Why Join Us
At ArentFox Schiff, we know that diverse backgrounds produce different perspectives, richer thinking, and more creative solutions to the challenges our clients face. We hope you share that vision. Join us and take on the challenge of doing meaningful work while helping us build upon a culture that reflects our dedication to diversity, equity, and inclusion. We base all of our employment decisions on merit and do not discriminate on the basis of any legally protected characteristic.
Job Description
Join our Intellectual Property team in a detail-focused role where your expertise will help protect clients’ innovations around the world. As a Patent Foreign Filing Specialist, you will coordinate PCT, national phase, and direct foreign filings; manage critical deadlines; and communicate with attorneys, clients, foreign associates, and patent offices. This position is ideal for a proactive professional who takes pride in accurate, timely work and enjoys independently managing complex matters. The role reports to the Chief IP Officer.
What You’ll Do
· Monitor and reconcile the foreign filing docket daily, proactively addressing upcoming deadlines and status dates.
· Prepare timely status correspondence and follow up with attorneys, foreign associates, and clients to keep matters moving forward.
· Update docket dates using attorney and foreign associate guidance, established procedures, and sound judgment.
Coordinate Foreign Filing Matters
· Prepare documents required to satisfy foreign filing formalities, including coordinating legalization through state authorities, consulates, and embassies.
· Prepare PCT applications, transmittals, and Demands for Preliminary Examination, and respond to PCT and foreign associate communications.
· Send clear, accurate instructions to foreign associates and patent offices for PCT, national phase, and direct non-U.S. filings.
· Prepare client status reports, report official correspondence, and send reminders needed to obtain timely instructions.
Support Billing and Cost Management
· Review foreign associate invoices for accuracy and partner with foreign associates and the Accounting Department to resolve discrepancies and reconcile statements.
· Record time and billing descriptions for completed projects and notify Accounting when matters are ready to bill.
· Prepare foreign filing cost estimates for clients.
Manage Foreign Annuities
· Review annuity procedures and supporting documents to help ensure accurate, timely payments.
· Monitor the annuity fee docket and serve as the firm’s liaison with annuity payment vendors.
Additional Responsibilities
· Provide occasional after-hours support when needed to meet client schedules and filing deadlines.
· Contribute to other team priorities and responsibilities as assigned.
· Follow firm and IP Prosecution Support Department policies, procedures, and safety practices.
· Meet established time-entry and timesheet deadlines.
· Meet or exceed the annual billable-hour requirement of 1,536 hours.
What You Bring
· At least two years of patent prosecution experience or one year of foreign filing experience.
· Working knowledge of foreign and USPTO policies, procedures, and filing practices.
· A bachelor’s degree is preferred; relevant experience may be considered in place of formal…