Administrative Assistant – Legal

Job Description

Our company are seeking a highly skilled and motivated patent administrator to join its dynamic in-house European patent team. This pivotal role combines administrative excellence with paralegal responsibilities, providing critical support to several European and UK patent attorneys, including the head of the department.

The role includes key tasks such as monitoring and prioritizing patent-related deadlines, preparing and filing applications and submissions at the EPO and UK IPO, scheduling travel and meetings, and ensuring smooth operations within the patent department. If you have a strong background in patent administration and a passion for precision and organisation, we want to hear from you!

Key Responsibilities:

• Provide comprehensive administrative and paralegal support to multiple European/UK Patent Attorneys
• Monitor and manage weekly docket reports for patent applications, oppositions, and Supplementary Protection Certificates (SPCs)
• Review docket items to identify required actions and collaborate closely with attorneys to ensure timely completion
• Schedule travel and meetings for team members
• Process expenses for team members
• Input and maintain accurate data in patent databases; generate detailed reports as needed
• Utilise public patent databases such as the EPO Register and UPC Register for research and verification
• Handle multiple assignments simultaneously, prioritizing effectively under tight deadlines
• Maintain professional communication with internal teams and external stakeholders

Qualifications & Experience

Education:

• Required: Secondary education qualification equivalent to UK A-Levels
• Preferred: CIPA Administrator Certificate

Experience:

• Significant experience as an Administrative Assistant or Paralegal in a patent department or law firm
• Proven knowledge of European patent filing and prosecution processes, including PCT and EPO rules and procedures
• Hands-on experience with EPO’s Electronic Filing System, electronic forms, and UPC CMS system
• Experience with patent databases

Required Skills & Attributes:

• Strong proficiency in MS Office Suite (Outlook, Word, Excel, PowerPoint)
• Excellent administrative skills
• Exceptional attention to detail
• Excellent organisational and multitasking abilities
• Strong interpersonal and professional communication skills
• Ability to work independently with initiative, flexibility, and sound judgment
• Demonstrated ability to perform under pressure and meet tight deadlines
• Enthusiastic, self-motivated team player with a strong work ethic

Current Employees apply HERE

Current Contingent Workers apply HERE

Search Firm Representatives Please Read Carefully

Merck & Co., Inc., Rahway, NJ, USA, also known as Merck Sharp & Dohme LLC, Rahway, NJ, USA, does not accept unsolicited assistance from search firms for employment opportunities. All CVs / resumes submitted by search firms to any employee at our company without a valid written search agreement in place for this position will be deemed the sole property of our company. No fee will be paid in the event a candidate is hired by our company as a result of an agency referral where no pre-existing agreement is in place. Where agency agreements are in place, introductions are position specific. Please, no phone calls or emails.

Employee Status:

Regular

Relocation:

VISA Sponsorship:

Travel Requirements:

Flexible Work Arrangements:

Hybrid

Shift:

Valid Driving License:

Hazardous Material(s):

Required Skills:

Customer Communications, Customer Communications, Data Entry, Detailed Reports, Document Management, Electronic Filing, Event Planning, File Management, Financial Budgeting, Office Applications, Office Equipment, Organizational Communications, Patent Applications, Patent Law, Personal Initiative, Process Improvements, Project Management, Scheduling, Software Proficiency, Stakeholder Communications, Stakeholder Engagement, Stakeholder Relationship Management, Team Coordination, Team Play, Travel Scheduling {+ 2 more}

Preferred Skills:

Job Posting End Date:

09/18/2025

• A job posting is effective until 11:59:59PM on the day BEFORE the listed job posting end date. Please ensure you apply to a job posting no later than the day BEFORE the job posting end date.

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