Office Support Clerk, New York, NY

• Title: Office Support Clerk
• Location: New York NY, (Financial District)  
• Job Type: Full-time

Haley Guiliano LLP is a full-service IP law firm with offices in New York City, San Jose and London. At HG, we specialize in building patent portfolios that impact and drive our client’s business. Our clients, who come to us from a vast array of engineering and life sciences sectors, have come to rely on HG’s technical know-how and understanding to support their success.

The Office Support Clerk will manage daily correspondence and coordinate all office activities while providing support for multiple departments.

Applicants should have the ability to work in-office, 5 days per week.

Essential Duties and Responsibilities:

• Welcome visitors – greet visitors in a warm and professional manner, direct them to the appropriate person or meeting room, and ensure a comfortable waiting area.
• Phone management – answer and forward calls and take messages.
• Building access and facilities – use online portal to register visitors, vendors, and submit work orders with property management
• Maintain clean and tidy reception area, conference rooms, and other office spaces.
• Housekeeping – responsible for maintenance and daily upkeep of the bistro, maintain cleanliness and organization, maintain coffee machine, breakdown of boxes for recycling, wipe down counters, empty fridge at the end of the week.
• General office support – manage mail and deliveries (log and distribute incoming mail, packaging and drop offs of outbound mail at local FedEx, USPS and UPS locations); order and maintain office and kitchen supplies; assist with basic clerical tasks like scanning, copying and faxing.
• Schedule and appointment management – schedule meetings and appointments, maintain firm calendar, send reminders as appropriate.
• Responsible for conference room meeting setups and breakdowns.
• Monitor and track IT inventory – laptops, docks, monitors, and headsets
• Provide support to Legal Administrative Assistants
• Assist with new hire onboarding tasks
• Perform other related duties as assigned

Job Qualifications

• 1-year minimum experience at the Front-desk and/or Reception. Professional services environment preferred
• Must possess excellent communication skills and a confident, friendly and outgoing manner both over the phone and in-person.
• Must be detail oriented and can multi-task
• Must possess excellent organizational skills and be able to prioritize tasks
• Proficiency in Microsoft Office Suite
• Working knowledge of office equipment

Benefits

We offer a collegial and casual work environment.

Compensation: $50,000-$55,000 per year depending on experience

Benefits package include:

• 3 weeks vacation
• 2 weeks sick leave
• Medical
• Dental
• Vision
• Life insurance
• 401K
• Commuter Benefits

To Apply:

Please apply with an email to Anouk.sackman@hglaw.com and include your resume.

Haley Guiliano LLP is an equal opportunity employer. Applicants are considered for all positions without regard to race, religious creed, color, age marital status, sex, sexual orientation, gender identity, gender expression, citizenship status, national origin, ancestry, religion, military service or veteran status, disability, medical condition, childbirth and related medical conditions, genetic testing, reproductive status or any other classification protected by federal, state or local laws and ordinances. Haley Guiliano LLP does not discriminate on the basis of physical or mental disability where the essential functions of the job can be reasonably accommodated. Determinations on requests for reasonable accommodation will be made on a case-by-case basis. If you need reasonable accommodation for any part of the application and hiring process, please notify us.

Legal Administrative Assistant, 

Job Title:  Legal Administrative Assistant

Department:  Administrative

FLSA Status: Non-Exempt

The Legal Administrative Assistant will manage and coordinate work tasks throughout the department and serve as the first point of contact for clients and staff. 

Applicants should have the ability to work in-office, 5 days per week

Essential Duties and Responsibilities

• Prepare memos, reports, presentations, and other documents; responsible for drafting and editing correspondence
• Schedule appointments, meetings, events, and manage calendars; coordinate meeting logistics and catering
• Answer phones, take and relay messages
• Coordinate and schedule travel
• Prepare and submit expense reports and reconcile credit card transactions
• Assist with submitting conflict checks and opening new matters
• Enter time charges
• Assist with onboarding tasks for new hires
• Maintain files (both physical and electronic) and ensure that client related documents and correspondence are saved in the firm’s document management repository
• Actively contribute to team meetings and other team related activities
• Assist with various ad-hoc tasks such as: manage inbound and outbound mail, order office supplies, liaise with building management for facility related issues
• Perform other related duties and projects as assigned

Job Qualifications

• 5-year minimum experience in a professional services environment
• Must possess excellent communication skills
• Advanced skills in Microsoft Office Suite required
• Strong organizational skills coupled with ability to prioritize efficiently
• Strong interpersonal skills and the ability to build relationships with internal and external lawyers, staff, and clients
• Ability to perform duties with a high level of detail and accuracy
• Familiarity with Concur, PracticeLink, iManage, iTimekeep, or other similar applications is a plus
• Demonstrated ability to maintain high level of professionalism, confidentiality, discretion, and judgement while being personable

Benefits

We offer a collegial and casual work environment.

Compensation: $70,000-$95,000 per year depending on experience

Benefits package includes:

• 3 weeks vacation
• 2 weeks sick leave
• Medical
• Dental
• Vision
• Life insurance
• 401K
• Commuter Benefits

To Apply:

Please apply with an email to Anouk.sackman@hglaw.com and include your resume.

Haley Guiliano LLP is an equal opportunity employer. Applicants are considered for all positions without regard to race, religious creed, color, age marital status, sex, sexual orientation, gender identity, gender expression, citizenship status, national origin, ancestry, religion, military service or veteran status, disability, medical condition, childbirth and related medical conditions, genetic testing, reproductive status or any other classification protected by federal, state or local laws and ordinances. Haley Guiliano LLP does not discriminate on the basis of physical or mental disability where the essential functions of the job can be reasonably accommodated. Determinations on requests for reasonable accommodation will be made on a case-by-case basis. If you need reasonable accommodation for any part of the application and hiring process, please notify us.

Patent Paralegal – U.S. Filings (Mid-Level), New York, NY or San Jose, CA; Hybrid/Remote

• Title:  IP Paralegal Supervisor (U.S.)
• Location:  New York or San Jose (Hybrid);Remote
• Status:  Non-Exempt

JOB SUMMARY:

The Patent Paralegal – U.S. Filings provides patent prosecution support through the preparation and submission of applications and documents to the United States Patent and Trademark Office. The role requires a comprehensive understanding of requirements and processes at the USPTO and the ability to manage a large docket. Assistance to the foreign patent filing team and to client and firm projects may also be provided. The Patent Paralegal works closely with legal and paralegal staff and clients to ensure timely and accurate handling of deadlines. Overtime and flexibility in work schedule are required.

ESSENTIAL FUNCTIONS

• Assists with the preparation and submission of various types of patent applications in the USPTO, including but not limited to Provisional; Non-Provisional; US National Stage; Track One; continuing applications; and Design.
• Assists with the preparation and submission of documents relating to prosecution of U.S. patent applications, such as office action responses and information disclosure statements.
• Prepares client portfolio status and docket reports.
• Organizes documents and citation lists for information disclosure statements.
• Monitors external and internal deadlines for assigned matters and acts to ensure deadlines are accurately and timely handled.
• Reviews incoming and outgoing USPTO communications.
• Helps ensure that firm docket and file records are accurate, up to date, organized, and accessible.
• Prepares and sends reporting letters and updates client databases.
• Works closely with attorneys to support their needs and ensure seamless case management.
• Assists with transfers of client portfolios into the firm, including data audits; preparation of status and docket reports; and prosecution cost estimates.
• Assists with the onboarding of new legal and paralegal hires. Works with supervisor to train and guide junior level paralegals to ensure compliance with rules and laws of relevant jurisdictions and adherence to firm’s best practices.
• Assists with firm and client projects.
• Conducts research and stays updated on changes in laws, rules, software systems, and platforms. Alerts supervisor of changes and discusses potential impact on procedures.
• Performs other duties relating to prosecution support such as quality control review of submissions to the USPTO and maintenance of client information.

REQUIRED SKILLS AND CAPABILITIES:

• Thorough knowledge and understanding of U.S. patent prosecution practice. Experience with life science applications is a plus.
• Excellent interpersonal and communication skills.
• Efficient and productive with excellent attention to detail and commitment to quality work product.
• Solutions-oriented mindset and proactive in problem-solving.
• Ability to plan, organize, carry out, and complete multiple tasks and projects concurrently.
• Ability to work under tight deadlines and respond quickly to shifting demands and opportunities.
• Openness to feedback and willingness to incorporate suggestions for development.
• Strong computer skills, including familiarity with advance functions in Microsoft Word, Excel, and Outlook. Ability to learn new software, services, and platforms.
• Ability to maintain a professional demeanor in all situations.
• Ability to work in a team environment and effectively with all firm employees in a multi-office environment with remote employees and across time zones.

QUALIFICATIONS

• Bachelor’s degree and minimum of five years of U.S. patent prosecution experience or minimum of eight years U.S. patent prosecution experience.
• Must be able to work overtime and a flexible schedule.

Benefits

We offer a collegial and casual work environment.

Benefits package include:

• 3 weeks vacation
• 2 weeks sick leave
• Medical
• Dental
• Vision
• Life insurance
• 401K
• Commuter Benefits

To Apply:

Please apply with an email to Anouk.sackman@hglaw.com and include your resume.

Haley Guiliano LLP is an equal opportunity employer. Applicants are considered for all positions without regard to race, religious creed, color, age marital status, sex, sexual orientation, gender identity, gender expression, citizenship status, national origin, ancestry, religion, military service or veteran status, disability, medical condition, childbirth and related medical conditions, genetic testing, reproductive status or any other classification protected by federal, state or local laws and ordinances. Haley Guiliano LLP does not discriminate on the basis of physical or mental disability where the essential functions of the job can be reasonably accommodated. Determinations on requests for reasonable accommodation will be made on a case-by-case basis. If you need reasonable accommodation for any part of the application and hiring process, please notify us.