IP Services Administrative Assistant

Wolf Greenfield has an excellent opportunity for enthusiastic candidates interested in IP law. We are currently looking for a IP Services Administrative Assistant. Wolf Greenfield’s IP Services Department is essential to the daily operations of the firm.  As a member of the IP Services Department, the Administrative Specialist is responsible providing administrative  support of department processes with primary focus on the firm’s patent annuity process, responsible party updates and departures, joint customer number practice, and PKI digital certificates.  The IP Services Administrative Assistant also provides support to, and reports to, the Director of IP Services. 


  • Monitors department’s shared mailboxes/public folders and process requests accurately and timely
  • Assists with the maintenance of current and accurate client contact data in the Firm’s annuity management system, AMS
  • Processes annuity information received via New Client Requests, and follow up with attorney as needed
  • Reviews new EP divisional requests and dockets reminders to track filing and annuity payment deadlines
  • Assists with review of vendor inquiry reports to reconcile vendor’s database with the Firm’s AMS data
  • Reviews and processes monthly CPi invoice and settlement statement
  • Reviews and sorts daily email and FAX communications for processing by Annuities Specialists
  • Coordinates with File Transfer team to generate  annuity due date reports for portfolios transferring out
  • Dockets new deadlines and update new/modified data based on review incoming foreign associate annuity-related communications (deadlines quality checked by annuities team)
  • Notifies annuity vendor of newly assigned matters numbers transferred internally with firm database
  • Responds to inquiries from support staff regarding client’s annuity service model and/or contact data
  • Maintains client’s annuity setting in IPDAS, as applicable
  • Attends to the creation and ongoing maintenance of Firm’s Joint Customer Number practice
  • Creates and recovers PKI Digital Certificates; and maintains the firm’s PKI Digital Management System
  • Processes responsible party departure, which includes the generation of reports, follow up and system updates as instructed by Practice Group Leader or responsible  shareholders
  • Creates and updates employee records in CPi and IPDAS in accordance with HR Admin Updates
  • Provides administrative support to the Director of IP Services as needed 
  • Provides remote coverage during emergency closings due to inclement weather, if directed
  • Other responsibilities, tasks and projects as assigned


  • Bachelor’s degree or equivalent experience, preferred
  • Self-motivated with the ability to work independently and as a team in a fast-paced environment
  • Strong organizational skills and effective time management
  • Ability to set priorities, handle multiple tasks and projects
  • Strong problem solving, editing and proofreading skills
  • Ability to develop proficiency in the firm’s IP software applications (e.g., CPi/IPDAS)
  • Flexibility (e.g., willing to work overtime and to adapt to work flow changes)