Pearce IP has a full-time role for a capable Trade Mark and Patent Executive Assistant to work as part of our energetic and high-achieving Administration team, supporting our Trade Mark and Patent Attorney teams across Australia and New Zealand. This role could be based on the east coast of Australia (preferably in Sydney or Melbourne) or in New Zealand (preferably in Auckland). Working five days per week.
Key responsibilities
Processing correspondence from clients and various IP offices including IP Australia, IPONZ and WIPO
Maintaining accurate IP records and proactively managing critical deadlines and docketing activities in Pearce IP's management system (Foundation IP)
Preparing and filing Trade Mark and Patent applications, as well as other prosecution-related correspondence via the IP Australia and IPONZ portals
Drafting and preparing correspondence and liaising with clients and associates on behalf of attorneys
Providing general administrative and secretarial support services to Pearce IP's solicitors, attorneys and paralegals
Billing support, including preparing, finalising and distributing invoices, including through e-billing platforms, and responding to billing enquiries
About you
Minimum two years' experience supporting IP professionals with trade mark and ideally patent prosecution work
Well-developed analytical, problem solving and decision-making abilities




Ability to prioritise multiple tasks and manage deadlines across a high volume of matters and for multiple attorneys
Confidence in direct client communications and peer-to-peer interactions
Proficiency in Office 365
Proficiency in Foundation IP (or Inprotech) and Actionstep or similar systems
A structured and highly organised way of working with a robust work ethic and exceptional initiative
Birthday leave
Generous parental leave
Still birth and miscarriage leave
Menopause and menstrual leave
Study support
Loyalty recognition: employees are provided with an additional week of annual leave each year after five years' employment
About us
Pearce IP is an award-winning specialist IP firm offering intellectual property lawyer, patent attorney and trade mark attorney services to a diverse client base, with many of our clients in the pharmaceutical, biopharmaceutical, biotech and other life sciences industries. Our team is based across Australia and New Zealand, and we develop, coordinate and execute local and multi-jurisdictional IP litigation strategies. Pearce IP also provides services relating to regional and global business development activities and licensing deals, and drafts and prosecutes patent and trade mark applications around the world. Pearce IP is committed to and celebrates a diverse and inclusive workplace. We are a workplace where it is normal to see women in leadership and where pay equity is a given.
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📌 Trade Mark & Patent Prosecution - Executive Assistant (Melbourne)
🏢 Pearce IP
📍 Melbourne