Patent Secretary in London - Alexander Mae (Bristol) Ltd

The Company

Our client is a full-service European intellectual property firm at the forefront of a rapidly changing IP landscape. As a trusted adviser to many world-class companies and brands, the firm has been regarded as a pioneer in handling intellectual property for over 200 years. It offers a truly integrated service, managing clients’ intellectual property from inception to commercialisation, enforcement, litigation, and defence.

The Role

On behalf of our client, we are seeking a Patent Secretary to support attorneys within a leading intellectual property practice. The patent support function is instrumental to the business, ensuring attorneys and clients receive high-quality administrative and organisational assistance. In this role, you will provide full PA and administrative support to approximately six fee earners of mixed seniority, helping to sustain a streamlined workflow.

Responsibilities will include

• Work closely with allocated fee earners, meeting regularly to review progress, discuss upcoming work, and provide updates on outstanding matters.

• Manage inboxes as required.

• Provide comprehensive diary management, including scheduling and coordinating in-person and virtual meetings, preparing relevant papers and presentations, and managing all associated logistics such as room bookings, refreshments, and liaison with internal teams.

• Manage extensive international travel itineraries, coordinating flights, accommodation, and schedules.

• Prepare invoices by reviewing and editing narratives, verifying client details, receiving unbilled WIP lists, and liaising with the accounts team as required.

• Monitor e-workspaces and inboxes when fee earners are away, dealing with files independently where possible.

• Attend team meetings and practice group meetings.

• Prepare standard reporting letters proactively with minimal supervision.

• Amend letters, emails, and specifications (including using tracked changes), ensuring documents are delivered accurately and to a consistently high standard.

• Prepare papers and bundles for oral proceedings.

• Manage files, including liaising with records teams to open new cases, update special instructions, scan documents, and manage case files via the document management system.

• Create and maintain pages and publish material on the intranet.

The Person

The ideal candidate is proactive and able to work on their own initiative while also being a strong team player. You will be highly organised, resilient, and comfortable working to tight deadlines in a professional services environment.

Candidate requirements

• Previous relevant office experience as a Patent Secretary, Patent Administrator, or Legal Secretary within an intellectual property or legal team.

• Proactive, with the ability to anticipate problems and devise practical solutions.

• Excellent communication skills, both written and verbal.

• Strong organisational skills with the ability to prioritise workload and manage turnaround times effectively.

• Ability to meet tight deadlines and work well under pressure.

The Salary

£45,000 – £50,000 per annum, depending on experience.

The Hours

Full-time, 40 hours per week, Monday to Friday, 9:00 am – 5:00 pm.

The Location:

London, WC1B (close to Holborn Station)

The Benefits

• 25 days’ annual leave, increasing by 1 day per year up to 28 days.

• Employer pension contribution of 5% in the first year, increasing to 10% after one year’s service.

• Private medical insurance.

• Life assurance of 4x base salary.

• Income-protection cover for up to 5 years, compensating for up to 75% of base salary.

• Cycle-to-work scheme.

• Season-ticket loan.

• One paid corporate volunteering day per year.