Trade Mark Assistant

About Spruson & Ferguson

Spruson & Ferguson is one of the leading intellectual property (IP) service firms operating in the Asia-Pacific region. We have more than 130 years of experience providing a variety of services in the protection, commercialisation, enforcement and management of IP from our offices in Bangkok, Beijing, Brisbane, Hong Kong, Jakarta, Kuala Lumpur, Manila, Melbourne, Singapore and Sydney. Our multidisciplinary team of more than 480 people includes some of the most highly regarded IP professionals in the Asia-Pacific region. The team services a diverse client base of Fortune Global 500 companies, SMEs, public sector research organisations, foreign associates and local clients.

Spruson & Ferguson is a subsidiary of IPH Limited, the first IP services group to list on the ASX.

About the Role

An exciting opportunity is available for an accurate, motivated and reliable Trade Mark Assistant with 2+ years' secretarial or administrative experience to join our team in Sydney, Brisbane, or Melbourne, on a full-time basis. Some of the key responsibilities are below.

Candidates must hold Australian citizenship or permanent residency to be eligible for this position.

• Build strong working relationships with attorneys, the Operations team, and other internal stakeholders to support business development and workflow coordination.
• Maintain accurate and up-to-date records in the Firm's case management system (Inprotech).
• Draft and prepare correspondence; liaise with clients and foreign associates on behalf of attorneys.
• Manage the execution, notarisation/legalisation, and filing of documents within required timeframes.
• Generate, finalise, and distribute client invoices, including submission via client-specific portals.
• Identify and resolve issues through appropriate escalation channels, exercising discretion and sound judgment.
• Communicate with clients, IP offices, consulates, and foreign associates to address queries and progress matters.
• Conduct IP-related research and obtain status reports using databases such as IP Australia.
• Provide proactive administrative support to attorneys, including deadline tracking and workflow management.
• Assist with general administrative tasks and provide support to team members and broader firm staff as needed.

About You

The successful applicant will ideally have;

• At least 2+ years' experience in intellectual property (preferred);
• Candidates may apply with either intellectual property experience or general administrative experience, as both backgrounds are acceptable for this role.
• An understanding of relevant jurisdiction within with the firm operates (e.g. IPONZ and IP Australia);
• Experience with task management system (preferable) and a high degree of IT literacy with the ability to learn new software programs quickly
• Experience with stakeholder management and communicating across different levels of the business
• Time management and organisational skills, with the ability to use discretion and judgement to manage multiple priorities and competing deadlines
• Ability to work in a fast-paced environment, consistently meeting tight deadlines and adapting to shifting priorities.
• The ability to problem-solve and collaborate with staff members to ensure individual and shared goals are met to a high standard with minimal supervision.
• Strong attention to detail
• A proactive attitude with a keen interest in professional learning, growth and development.
• Experience with Microsoft Office Suite (Intermediate level) particularly Word and Outlook;

Why Us?

Spruson & Ferguson offers a wide range of benefits aimed at supporting our employee's ongoing development, including but not limited to:

• A flexible work environment including working from home;
• A supportive team-based environment with learning and development opportunities;
• Health and well-being programs; and
• Paid parental leave for all genders.

Spruson & Ferguson is committed to promoting and maintaining a workplace culture of shared respect to enable us all to feel valued and be the best we can be.

How to Apply

We encourage applications from Aboriginal and Torres Strait Islander people and individuals from diverse backgrounds. We remain committed to providing reasonable and fair adjustments to provide a positive, barrier free, transparent recruitment process and supportive workplace.

If this role sounds like a great fit, apply now with your updated resume and cover letter introducing yourself and why this role is right for you.

Please note, only shortlisted candidates will be contacted directly.

Successful candidates will undergo a standard pre-employment screening as part of the hiring process within the IPH Group. This process may include verifying key information such as your identity, qualifications, references, and criminal history. By submitting your application, you acknowledge that you may be required to complete any necessary background checks relevant to the role.