Administrative Assistant - IP Services

Job Purpose: To provide support to the Intellectual Property professional team in Dubai and to ensure that all trade mark work is prosecuted in accordance with the law.

General Responsibilities

Administration Support:
- Ensuring the smooth processing of all trade mark applications before the Trade Mark Section in Kuwait/Oman.
- Organise the translation of correspondence between Clyde & Co / Clyde IP Services and the Trade Marks Section (ie arranging for letters from the TMS to be translated into English and for letters from Clyde & Co to be translated into Arabic).
- Utilising tools within the database, to prepare trade mark application forms and other routine English and Arabic language documentation relating to the filing and prosecution of trade mark applications in coordination with the Intellectual Property professional team.
- Providing general administrative assistance - Scanning and printing documents sent from the Intellectual Property professional team (Dubai) which need to be submitted to the TMS (and vice versa); photocopying, filing, etc.
- Providing administrative support to the Intellectual Property team (in Dubai) using Filesite, Microsoft Word, E-mail, PowerPoint and Excel.
- Opening new files on the system, together with the preparation of case registration/client identification forms.
- Entering time on Carpe Diem time entry system; entering fixed fees as required.
- Entering data into the trade mark database and monitoring deadlines.
- Collating (shadow) files.
- Electronic filing of documents and e-mails; identifying correct file reference numbers.
- Cover for other team members when required.
- Undertake ad hoc duties as required/instructed.

Billing Support:
- Update cashbook on daily basis.
- Maintaining petty cash spreadsheet and processes in Elite.
- Coordinate with Omani GLO on petty cash floats.
- Coordinate draft invoices with the finance department.
- Coordinate with billing/collection assistants on queries regarding receipts, correspondent payments.
- Undertake ad hoc responsibilities as required.

Requirements

- Be educated up to high school level; degree or diploma and accounting experience (in particular Elite Enterprise) desirable.
- Have previous administration experience; Intellectual Property experience desirable.
- Have good written and spoken English skills; Arabic desirable.
- Be computer literate with excellent attention to detail.
- Be proactive with the ability to manage conflicting priorities.
- Be able to work under pressure and to tight deadlines.
- Have good communication and interpersonal skills.
- Be a team player with strong organisational skills.