Patent Administrative Assistant in New York at Jobgether

This position is listed on behalf of a partner company, who manages all applications and next steps. Our partner is looking for a Patent Administrative Assistant based in United States.

This is a remote-eligible opportunity supporting patent attorneys, patent agents, and technology specialists throughout the U.S. patent prosecution process. The role focuses on preparing accurate, compliant filing documentation and ensuring important deadlines and procedural requirements are consistently met. You will manage assigned patent dockets, coordinate filing activities, and support timely client reporting across multiple matters. The position requires strong knowledge of U.S. patent filing rules, exceptional attention to detail, and proven experience managing patent-related workflows. You will collaborate with internal teams and external vendors while maintaining accurate and complete virtual files. This is a fast-paced environment suited to an organized professional who can work independently while contributing effectively to a collaborative team.

• Prepare required U.S. patent filing documents for attorney or patent agent review and signature, carefully proofreading all materials to ensure accuracy and compliance before submission.
• Review assigned attorney dockets proactively, prepare required formality documents, and ensure filings are completed accurately and within applicable deadlines.
• Prepare office action response shells, including appropriate rejection and objection subheadings and the current claim set, to support efficient prosecution workflows.
• Manage client reporting workflows and coordinate required updates to ensure reporting activities are completed accurately and on schedule.
• Liaise with foreign filing and prior art management teams as needed to coordinate information and maintain continuity across patent matters.
• Coordinate the ordering of formal drawings, sequence listings, and other required materials from external vendors when necessary.
• Maintain and update virtual patent files, ensuring records are complete, accurate, organized, and readily accessible.
• Perform general office administrative duties as needed and remain available for overtime when required to meet business and filing demands.

• Minimum of 5 years of relevant U.S. patent filing experience, with demonstrated knowledge of patent prosecution procedures and filing requirements from initial applications through post-grant filings.
• Previous experience managing patent dockets is required, with the ability to proactively monitor deadlines, documentation, and filing obligations.
• Strong organizational and time-management skills, with exceptional attention to detail and a consistent focus on accuracy.
• Ability to manage multiple tasks and changing priorities efficiently in a fast-paced environment while maintaining high-quality work.
• Strong team orientation combined with the ability to work independently, exercise sound judgment, and maintain productivity in a remote setting.
• Excellent written and verbal communication skills, with the ability to interact professionally and effectively with attorneys, colleagues, vendors, clients, and other stakeholders.
• Advanced computer skills and established proficiency with Microsoft Word and Excel; experience with patent-specific systems is preferred.
• Bachelor’s degree or equivalent professional experience is required.
• Candidates must reside in an eligible U.S. location, currently including AZ, CA, CO, CT, DC, FL, GA, IL, IN, MA, MD, ME, NH, NJ, NY, PA, TN, TX, UT, VA, or VT, subject to change.
• Candidates must be willing and available to work overtime when necessary to meet the demands of the position.

• Competitive salary range of $76,700–$105,500 USD, commensurate with relevant experience and qualifications.
• Remote-eligible working arrangement offering flexibility for eligible employees.
• Opportunity to work in a professional, collaborative, and dynamic environment supporting sophisticated patent prosecution matters.
• Competitive compensation and benefits package.
• Opportunities for career development, mentorship, and professional growth.
• Collaborative culture with opportunities to work alongside experienced legal and business services professionals.