Job Description

Job Title: IP Operations Assistant (Part-Time)

Location: Summit, NJ 07901

(onsite at least 1 day per week; not fully remote)

Duration: 24-month contract

Schedule: 24 hours/week (8 hours/day, 3 days per week – preferably Tues, Wed, Thurs)

(potential for future transition to full-time, 40 hours/week, depending on workload)

Role Overview

The IP Operations Assistant role is designed for a proactive, detail-oriented, and experienced individual with a strong background in trademarks. This position supports the IP Operations Manager and legal teams in reviewing, verifying, and managing trademark data and related administrative tasks. The role involves collaboration with in-house counsel, outside counsel, and business teams.

Key Responsibilities

• Interpret trademark correspondence to identify and correct data entry errors.
• Resolve inquiries from outside counsel.
• Manage trademark assignments and chain of title changes, including communications with outside counsel.
• Verify Powers of Attorney (POA), assignments, and related documents, preparing them for attorney signature, notarization, and legalization.
• Support departmental projects such as organizing POAs, running reports, and data verification.
• Assist with overflow projects and provide coverage during team absences.
• Investigate trademark discrepancies, cross-check application/registration numbers, and prepare reports.

Job Requirements

• Experience: Minimum 3 years of trademark experience, particularly with assignments and chain of title changes.
• Education: High School Diploma required (degree not mandatory; experience is prioritized).

Technical Skills:

Proficiency with trademark IPMS databases (Memotech preferred).

Strong Microsoft Excel skills (pivot tables, advanced data analysis).

Proficiency in Microsoft Outlook and Adobe Acrobat.

Preferred: New Jersey Notary certification (not required).

Core Competencies:

• Strong organizational and time management skills.
• Ability to handle high-volume, complex data while multitasking.
• Independent project management with clear communication.
• Strong written and verbal communication, able to interact across management levels.
• Familiarity with information technology and document management tools.
• Understanding of trademark law sufficient to perform duties with minimal supervision.

Day-to-Day Responsibilities

• Execute trademark-related tasks with accuracy.
• Use Memotech system to manage trademark data.
• Resolve ambiguities in trademark records.
• Perform data verification and reporting.
• Collaborate with legal teams on administrative IP operations.

Additional Notes

• No prosecution work required.
• No trademark filings involved.

Ideal Candidate Profile

• Paralegal with strong intellectual property/trademark background.
• At least 3 years of relevant trademark/IP experience.

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