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Operations Support

Administrative Assistant, Intellectual Property @ Aon


Job Title: Administrative Assistant

Department: Intellectual Property (“IP”) Solutions Location:

Boston, MA Reports to: General Manager, IP Solutions Job Type: Full-Time

Position Overview The Administrative Assistant is responsible for overseeing the day-to-day operations and administration of the Intellectual Property Practice Area to ensure it is run professionally and efficiently.

Administrative & Operational

• Assist with case initiation, engagement letters, timekeeping, travel arrangements, and accounts receivables for selected team members.

• Act as a liaison to vendors and building management, as needed.

• Responsible for general administrative work such as correspondence, scanning, and data entry.

• Assist with time reporting, including monitoring accuracy and timeliness of staff timesheets.

• Assist with preparation of expense reporting, including reviewing and submitting accounting presented by personnel and vendors.

• Assist with special projects, including legal and technical research, as requested.

• Set up new IP client engagements in internal systems

• Work with clients/end-clients to close matters, return or destroy client property and files (following provisions of protective orders)

• Generate protective order disclosures, listing engagements staff have previously worked on

Maintain records/processes for IP Solutions business unit

• Assist with record keeping and knowledge management for the group

• Implement practice policies regarding storage and tracking of client materials and assets

• Prepare recommendations to create new systems or revise established procedures

• Maintain internal libraries of books and software

Business Development

• Retrieve patent file histories, complaints, other requested documents using PAIR, PACER, DocketNavigator, LexMachina, etc.

• Perform conflict checks for new client engagements

• Research companies, law firms, attorneys

• Assist with business development presentations and proposals

• Ensure all systems have complete and up-to-date client information.


• Proficient in Microsoft Excel, Word, and PowerPoint.

• Highly organized.

• Dependable.

• Superior writing, editing, and verbal communication skills

• Able to manage multiple priorities with flexibility, adaptable to rapid growth or change.

• Works effectively and professionally with employees in multiple locations.

• Proactively asks questions and solves problems.

• Ability to quickly switch focus in response to incoming urgent tasks

To apply: Email resume to Christopher Rucinski,