Administrative Assistant – Intellectual Property Support

About the role

We are looking for a highly organised Administrative Assistant to join a leading European intellectual property firm. You will support trademark and patent attorneys by handling essential administrative processes that keep our IP work running smoothly.

Key responsibilities

• Learn and perform core functions within the Intellectual Property Support team, gaining full competency across processes.
• Manage incoming correspondence (post, email, EPO electronic mailbox), scan and file documents in the document management system.
• Update the firm’s IP portfolio management system with case details, correspondence, and official deadlines.
• Notify attorneys and staff of incoming communications and monitor internal and official deadlines.
• 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 client reporting and invoicing, and liaise with attorneys, colleagues, and external agents.

Required profile

• GCSE grade 5 or above in Maths and English (or equivalent).
• Strong commitment to excellent client service and high level of accuracy.
• Ability to manage high volumes of work efficiently while meeting tight deadlines.
• Excellent written and verbal communication skills and strong interpersonal abilities.
• Self‑motivated, adaptable, and eager to learn and develop professionally.

Required skills

What we offer

• Competitive salary.
• Structured training and clear career progression.
• Supportive, collaborative team environment.
• Flexible hybrid working model (60% office, 40% home).