IP Administrative Assistant

The opportunity We are looking for a talented and experienced IP Administrative Assistant to support our UAE offices. The successful candidate will be an integral member of the Intellectual Property team, providing support across a broad range of IP matters and reporting to the Head of the Intellectual Property Group for the Middle East. You will be part of a supportive team that will provide training to build your skills, along with guidance on your career development. The firm Bird & Bird opens a world of possible for lawyers and professionals everywhere. Working for a leading international law firm like Bird & Bird means working alongside people who are truly collegiate in the way they work with everyone. We work as one global team, with over 70% of work involving people from across the firm. And that’s only increasing! It is this common purpose and shared approach that make it a more productive and collaborative place to work. Your firm. Your future. The team You’ll be joining our Intellectual Property team in the UAE, working closely with lawyers and senior stakeholders across the firm to support the delivery of excellent client service, strengthen client relationships and contribute to the growth of the practice. The team operates in a fast-paced and supportive environment, where collaboration, accountability and continuous improvement are highly valued. You will work alongside experienced IP professionals and have the opportunity to build strong relationships across the firm while contributing to the success and continued growth of the Middle East practice. What you'll do The main duties and responsibilities for the role are as follows: • Provide administrative support to the IP team in relation to trade marks and other intellectual property matters, including assisting with opening new matters, conflict checks, and file management processes. • Prepare standard correspondence, forms, filing documents and template documents in support of IP matters including application forms and related documentation to support the filing of trade mark, design, patent and copyright applications, renewals, assignments, licences, changes of name and other recordals, coordinate fee payments, and other related work, under the supervision of senior team members. • Assist with the preparation of filing packs and supporting documentation for review by senior paralegals and lawyers, including preparing powers of attorney and related documentation, coordinating document legalisations, notarisation appointments, attestation processes, courier deliveries and other administrative formalities. • Monitor execution, attestation, and legalisation requirements as required. • Monitor incoming emails, correspondence, and shared inboxes, routing and following up on items as required. • Maintain and update client, matter, and filing information, documents, certificates, extracts and other supporting documentation within the firm's IP database, matter management systems and document management systems, in line with established filing and record-keeping procedures, ensuring records remain accurate and complete at all times. • Attend government authorities, courts, official bodies, and service providers as required to file documents, collect certificates, follow up on pending matters, and complete in-person administrative formalities on behalf of the team. • Maintain a docketing diary, issue timely reminders to fee earners, manage deadlines, diary entries, and administrative follow-up to support the timely progression of matters. • Maintain and update trade mark records on the firm's database to ensure all activity is accurately docketed, records are kept up to date, and information is available for audit at all times. • Assist with the collection and review of updates relating to IP fees and local practice changes, including updating fee sheets, recording official fees, organising local agent quotations, and assisting with filing-related financial administration. • Arrange translations through approved providers, maintain accurate translation records, and provide Arabic translation support for legal documents across the IP team and other teams as required. • Prepare basic reports, spreadsheets, and matter updates for internal and client reporting purposes, including reporting to clients on the details of new trade mark applications, publication notices, registration and renewal certificates, timetables of events and upcoming deadlines, and other trade mark and IP-related work. • Communicate and follow up with clients, Ministry officials, foreign associates, local agents, and internal lawyers in a professional manner, including providing timely status updates and watch reports, responding promptly to requests for information, proactively requesting information and documentation where required, and escalating matters to senior team members as appropriate. • Order and organise trade mark registry searches and other IP-related searches, manage the associated administration and payments, assist with the preparation of trade mark search reports, filing reports, status reports, and spreadsheets for review by lawyers and senior paralegals, and support the conduct of due diligence in relation to trade mark and IPR portfolios, including the auditing of data from national IPO and other commercial databases. • Provide general administrative support to the IP team, including document scanning, copying, printing, binding, archiving and file-closing procedures, maintaining electronic and hard copy filing systems in line with firm procedures, and carrying out other ad hoc tasks as required. About you The successful candidate will have the following: • At least one year of experience providing administrative support for international trade mark and intellectual property portfolios within an international law firm or other professional services environment. • Proactive, adaptable and commercially minded, with a can-do attitude and a willingness to learn, develop new skills, and contribute to continuous improvement. • Excellent interpersonal and communication skills, with a high standard of professional written and spoken Arabic and English. • Ability to manage competing priorities and work effectively under pressure. • Strong technical document management skills, including proficiency in Word, Excel, and PowerPoint, with the ability to handle complex documents and present information clearly and concisely. • A forward-thinking mindset with the ability to use initiative, anticipate the needs of the team, and remain calm and composed in demanding situations. • Strong team player, capable of building effective working relationships with colleagues and stakeholders at all levels and across diverse cultural backgrounds. The main responsibilities of this role are outlined above; however, this description is not exhaustive, and the job holder may be required to undertake additional duties from time to time to ensure the smooth running of the department. The role may require some working outside our normal working hours of 9:00 am - 5:00 pm. In the event that we make an offer to you, and you accept, we will conduct pre-engagement background checks, where permitted by local legislation and according to the nature

At least one year of experience providing administrative support for international trade mark and intellectual property portfolios within an international law firm or other professional services environment. Proactive, adaptable and commercially minded, with a can-do attitude and a willingness to learn, develop new skills, and contribute to continuous improvement. Excellent interpersonal and communication skills, with a high standard of professional written and spoken Arabic and English. Ability to manage competing priorities and work effectively under pressure. Strong technical document management skills, including proficiency in Word, Excel, and PowerPoint, with the ability to handle complex documents and present information clearly and concisely. A forward-thinking mindset with the ability to use initiative, anticipate the needs of the team, and remain calm and composed in demanding situations. Strong team player, capable of building effective working relationships with colleagues and stakeholders at all levels and across diverse cultural backgrounds.

Provide administrative support to the IP team in relation to trade marks and other intellectual property matters, including assisting with opening new matters, conflict checks, and file management processes. Prepare standard correspondence, forms, filing documents and template documents in support of IP matters including application forms and related documentation to support the filing of trade mark, design, patent and copyright applications, renewals, assignments, licences, changes of name and other recordals, coordinate fee payments, and other related work, under the supervision of senior team members. Assist with the preparation of filing packs and supporting documentation for review by senior paralegals and lawyers, including preparing powers of attorney and related documentation, coordinating document legalisations, notarisation appointments, attestation processes, courier deliveries and other administrative formalities. Monitor execution, attestation, and legalisation requirements as required. Monitor incoming emails, correspondence, and shared inboxes, routing and following up on items as required. Maintain and update client, matter, and filing information, documents, certificates, extracts and other supporting documentation within the firm's IP database, matter management systems and document management systems, in line with established filing and record-keeping procedures, ensuring records remain accurate and complete at all times. Attend government authorities, courts, official bodies, and service providers as required to file documents, collect certificates, follow up on pending matters, and complete in-person administrative formalities on behalf of the team. Maintain a docketing diary, issue timely reminders to fee earners, manage deadlines, diary entries, and administrative follow-up to support the timely progression of matters. Maintain and update trade mark records on the firm's database to ensure all activity is accurately docketed, records are kept up to date, and information is available for audit at all times. Assist with the collection and review of updates relating to IP fees and local practice changes, including updating fee sheets, recording official fees, organising local agent quotations, and assisting with filing-related financial administration. Arrange translations through approved providers, maintain accurate translation records, and provide Arabic translation support for legal documents across the IP team and other teams as required. Prepare basic reports, spreadsheets, and matter updates for internal and client reporting purposes, including reporting to clients on the details of new trade mark applications, publication notices, registration and renewal certificates, timetables of events and upcoming deadlines, and other trade mark and IP-related work. Communicate and follow up with clients, Ministry officials, foreign associates, local agents, and internal lawyers in a professional manner, including providing timely status updates and watch reports, responding promptly to requests for information, proactively requesting information and documentation where required, and escalating matters to senior team members as appropriate. Order and organise trade mark registry searches and other IP-related searches, manage the associated administration and payments, assist with the preparation of trade mark search reports, filing reports, status reports, and spreadsheets for review by lawyers and senior paralegals, and support the conduct of due diligence in relation to trade mark and IPR portfolios, including the auditing of data from national IPO and other commercial databases. Provide general administrative support to the IP team, including document scanning, copying, printing, binding, archiving and file-closing procedures, maintaining electronic and hard copy filing systems in line with firm procedures, and carrying out other ad hoc tasks as required.