IP Administrative Assistant
Role Overview
Support the UAE offices as an IP Administrative Assistant.
Join the Intellectual Property team and report to the Head of the Intellectual Property Group for the Middle East.
Receive training, skills development, and career guidance.
Key Skills for This Role
Full Job Posting
The opportunity
Support the UAE offices as an IP Administrative Assistant.
Join the Intellectual Property team and report to the Head of the Intellectual Property Group for the Middle East.
Receive training, skills development, and career guidance.
The firm
Bird & Bird is an international law firm operating through a collaborative global team.
The firm emphasizes collegiate working relationships, common purpose, and client service.
The team
Work with the UAE Intellectual Property team, lawyers, and senior stakeholders across the firm.
Support client service, client relationships, and the growth of the Middle East practice in a fast-paced environment.
Collaboration, accountability, and continuous improvement are valued.
What you'll do
- Provide administrative support for trade mark and other IP matters, including new matter opening, conflict checks, and file management.
- Prepare correspondence, forms, filing documents, and templates for IP applications, renewals, assignments, licences, and recordals.
- Prepare filing packs, powers of attorney, and supporting documents, and coordinate legalisation, notarisation, attestation, and courier arrangements.
- Monitor execution, attestation, legalisation, shared inboxes, incoming correspondence, deadlines, and administrative follow-up.
- Maintain client, matter, filing, certificate, and supporting-document records in IP, matter-management, and document-management systems.
- Attend authorities, courts, official bodies, and service providers to file documents, collect certificates, and complete administrative formalities.
- Maintain trade mark records, docketing diaries, reminders, fee sheets, official-fee records, and local-agent quotations.
- Arrange translations, maintain translation records, and provide Arabic translation support for legal documents when required.
- Prepare reports, spreadsheets, matter updates, filing reports, status reports, and client updates on trade mark and IP activity.
- Communicate with clients, officials, foreign associates, local agents, and lawyers, and support IP searches, due diligence, and related administration.
About you
- At least one year of experience supporting international trade mark and intellectual property portfolios.
- Experience in an international law firm or other professional services environment.
- Professional written and spoken Arabic and English.
- Proficiency in Word, Excel, and PowerPoint, including handling complex documents and presenting information clearly.
- Ability to manage competing priorities and work effectively under pressure.
- Proactive, adaptable, commercially minded, willing to learn, and able to contribute to continuous improvement.
- Ability to use initiative, anticipate team needs, remain calm in demanding situations, and build effective stakeholder relationships.
Working arrangements
- The role may require some work outside normal working hours of 9:00 am to 5:00 pm.
Additional process information
Pre-engagement background checks may be conducted where permitted by local legislation and according to the nature of the role.
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