We are seeking an experienced office administrator who is highly organised and motivated to join a top-tier European intellectual property firm as a Administrative Assistant. This is an excellent opportunity to support trademark and patent attorneys assisting with essential administrative processes underpinning intellectual property (IP) work. This position is full time 9-5, Hybrid (60% office / 40% home)
This role offers clear progression, allowing you to develop your expertise over time and take on increasingly complex responsibilities across multiple teams.
Key Responsibilities
* Learn and perform core functions within the Intellectual Property Support team, developing full competency across processes
* Manage incoming correspondence (post, email, and EPO electronic mailbox), including scanning and filing within the document management system
* Update the firm’s IP portfolio management system with case details, correspondence, and official deadlines
* Notify attorneys and relevant staff of incoming communications
* Monitor internal and official deadlines, ensuring all actions are completed in a timely manner
* Produce high-quality written communications for internal and external stakeholders
* Prepare, file, renew, and validate patents, trademarks, designs, and other IP rights via offices, foreign agents, or intermediaries
* Prepare cost estimates for renewals and validations to support client decisions
* Ensure accurate and timely client reporting and invoicing
* Liaise with attorneys, colleagues, and external agents to complete required actions
Development & Progression
* Expand knowledge by working across additional teams and processes
* Progress to more advanced administrative responsibilities
* Act as a ‘buddy’ to new team members, providing guidance and feedback
* Contribute to team development and continuous improvement initiatives
Person Specification
* GCSE grade 5 or above in Maths and English
* Strong commitment to delivering excellent client service
* High level of accuracy with a methodical and organised approach
* Ability to manage high volumes of work efficiently while maintaining quality
* Experience working to tight deadlines in an administrative environment
* Strong prioritisation and time management skills
* Adaptable and able to manage changing workloads and demands
* Eagerness to learn and develop professionally
* Excellent written and verbal communication skills
* Strong interpersonal skills with the ability to build effective working relationships
* Ability to work independently and complete routine tasks with minimal supervision
What the firm offers you
* A competitive salary
* Structured training and clear career progression
* Supportive and collaborative team environment
* Flexible hybrid working model
If you are detail-oriented, proactive, and looking to build a career in intellectual property administration, we would love to hear from you.