Company Overview

Propagate IP is a boutique intellectual property firm locate in Hong Kong which specializing in providing comprehensive IP services to clients across various industries. We are a dedicated team committed to protecting our clients' innovations and are seeking a motivated and detail-oriented IP Assistant to join our growing practice. We foster a collaborative and supportive environment where every team member plays a vital role in our collective success.

The Opportunity

The IP Assistant will provide essential administrative and clerical support to our patent agents and trademark attorneys. This role is fundamental to the smooth operation of our firm and ensuring our clients receive timely and exceptional service. The ideal candidate will be a highly organized, proactive and detail-oriented professional with a strong interest in intellectual property law and new innovation. This position requires excellent communication skills and the ability to manage multiple tasks efficiently in a fast-paced environment.

What You'll Do: Key Responsibilities

• Intellectual Property Docketing & Data Integrity: Proactively manage and maintain the firm's docketing system to track critical deadlines for international and domestic patent and trademark matters. You will be responsible for ensuring accuracy to safeguard our clients' valuable intellectual property rights.

• Document & Filing Management: Assist in the full lifecycle of IP prosecution by preparing, reviewing, and filing a variety of legal documents.

• Client & Foreign Associate Communication: Serve as a key point of contact for administrative matters. You will handle incoming and outgoing communications, draft routine reporting letters to clients, and correspond professionally with foreign associates and government agencies to coordinate filings and obtain status updates.

• Team & Attorney Support: Provide comprehensive administrative support to the team. You will also handle ad-hoc projects and tasks as assigned to support the firm's objectives.

Who You Are: Qualifications & Attributes

• Experience: You have a minimum of 2-3 years of administrative experience, ideally within a law firm. Direct experience in an IP practice is highly desirable and will set you apart.

• Education: Diploma or above / equivalent professional experience is preferred.

• Language: Good written and verbal communication skills in English, Cantonese and Mandarin.

• Technical Proficiency: You are highly proficient in the Microsoft Office Suite (Word, Excel, Outlook). Experience with IP docketing software, document management systems, and the online portals of various intellectual property offices is a strong plus.

• Unwavering Attention to Detail: You have exceptional accuracy and strong proofreading skills. You understand that even the smallest detail is critical in legal and procedural work.

• Master of Organization: You possess outstanding organizational and time-management skills. You can confidently prioritize a demanding workload, monitor deadlines and ensure timely response to communication.

• Exceptional Communicator: Your written and verbal communication skills are clear, professional, and effective. You are comfortable interacting with clients, attorneys, and international partners.

• Collaborative Spirit: You are a proactive, reliable team player with a strong work ethic. You can work independently to manage your responsibilities but also enjoy collaborating with a team to achieve common goals.

In return we offer a competitive salary, annual performance reviews and progression opportunities.