About Careertakes

👉 Important disclosure: Careertakes is a third-party recruiting platform supporting this hiring process. If selected, you will be employed directly by our client, an intellectual property (IP) law firm focused on protecting and promoting innovations in life science, chemistry, devices, and diagnostics.

Applicants for this role may also receive access to additional matched opportunities through the Careertakes platform.

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Role Overview

Confidential Client is seeking an organized, detail-oriented IP IDS Assistant / Office Services Assistant to join their Boston, MA office in a hybrid, full-time capacity. This is an entry-level opportunity for candidates interested in patent practice support and legal operations. Training in patent procedures and IDS processing will be provided.

• Starting salary range: $42,000 – $45,000 per year.
• Hybrid schedule with several days onsite in Boston, MA.
• Employment Type: Full-time.

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Key Responsibilities

The role blends Information Disclosure Statement (IDS) and patent-support tasks with general office services and administrative support:

• IDS & Patent Support

  • Prepare Information Disclosure Statements (IDSs) and submit them for review.
  • Review IDS filings, including transmittal letters, U.S. and foreign patent documents, and non‑patent literature citations.
  • Provide feedback on IDS pre‑check and post‑check procedures.
  • Proofread issued U.S. patents and pre‑grant publications.
  • Prepare Requests for Certificates of Correction.
  • Maintain dockets for proofreading actions and IDS pre‑ and post‑filing reviews.
  • Manage patent literature and upload information to internal databases.
  • Handle sensitive and time‑sensitive confidential documents.
  • Assist Legal Administrative Assistants and attorneys as needed.

• Office Services & Administrative Support

  • Answer and route incoming calls; welcome guests and provide hospitality.
  • Log, scan, and distribute incoming/outgoing mail, packages, faxes, and daily USPTO correspondence.
  • Coordinate outgoing mail and urgent package delivery to carriers.
  • Order and stock office, kitchen, and printer supplies.
  • Maintain conference rooms, common areas, and meeting technology.
  • Support onboarding/offboarding processes and employee guest access.
  • Manage large print jobs, document assembly, and courier scheduling.
  • Obtain patent publications and journal articles on request.
  • Perform light office errands and facility requests (e.g., bank deposits, apostilles, building maintenance).
  • Support Practice Systems with client file transfers and paper filings.

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Required Skills & Abilities

• Meticulous attention to detail and strong organizational skills.
• Excellent spelling, grammar, and written and oral communication.
• Professional demeanor with strong customer service orientation.
• Ability to work independently and collaboratively with all levels of firm personnel.
• Flexibility to adapt to changing priorities and respond with appropriate urgency.
• Strong interpersonal skills and ability to multitask effectively.
• Proficient with Microsoft Office; familiarity with iManage and CPI is a plus.
• Ability to lift up to 30 lbs. regularly.
• Bachelor’s degree required; cum laude preferred.
• Legal office experience preferred but not required — training in patent law is provided.

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Working Conditions & Schedule

• Hybrid work model; role requires several onsite days per week in Boston, MA.
• Typical office environment; occasional additional hours may be required to meet deadlines.
• Reasonable accommodations will be made where required by law.

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Benefits

• Medical, Dental, and Vision insurance
• Flexible Spending Account (FSA), Health Savings Account (HSA), and Health Reimbursement Account (HRA)
• 401(k) plan with Safe Harbor and Profit Sharing contributions
• Disability and Life Insurance
• Parental and Family Leave
• Commuting benefits
• Paid Time Off
• Hybrid schedule and ongoing training opportunities

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Why Apply

This position is an excellent entry-level path into patent law and IP support at a specialized firm. You will gain hands-on experience with IDS filings, patent documentation, and practical office operations while receiving training and early performance reviews.

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Equal Opportunity & Hiring Transparency

Careertakes and our client are Equal Opportunity Employers committed to building a diverse and inclusive workforce. We prohibit discrimination or harassment of any kind. To support a fair and efficient hiring process, AI tools may be used to assist with application review or resume screening. These tools do not replace human decision-making. Final hiring decisions are made by people.

If you have questions about how your data is used, please contact us directly.