Our client, a nationally recognized law firm, is seeking a Trademark Docket Administrator to support its Intellectual Property practice. This individual will be responsible for the accurate and timely management of trademark, domain name, and related IP docketing matters, supporting both domestic and international trademark prosecution and portfolio maintenance.
The ideal candidate will possess strong trademark docketing experience, exceptional attention to detail, and the ability to manage multiple deadlines in a fast-paced legal environment.

Key Responsibilities:

Review, analyze, and process official correspondence from the USPTO, international authorities, foreign agents, and outside counsel.
Maintain accurate trademark docket records within the firm's docketing platform, including domestic and international trademark prosecution matters.
Monitor and calendar critical deadlines, including trademark renewals, maintenance filings, TTAB proceedings, and related IP matters.
Generate and distribute docket reports, deadline reminders, and client portfolio reports.
Support onboarding and migration of client trademark portfolios, including data validation and deadline reconciliation.
Coordinate with foreign counsel regarding international filings, deadlines, powers of attorney, legalizations, and translations.
Process ownership changes, assignments, mergers, and name changes, ensuring proper recordation with domestic and international trademark authorities.
Retrieve and review trademark data from USPTO, WIPO/Madrid, foreign IP offices, and other subscription databases.
Assist with trademark watch notices, due diligence searches, research projects, and portfolio audits.
Support attorneys and paralegals with administrative and docketing-related activities as needed.

Qualifications:

4–6+ years of trademark docketing experience, preferably within a law firm or intellectual property practice.
Strong knowledge of USPTO procedures and domestic and international trademark prosecution.
Experience utilizing CPi or similar trademark docketing software.
Familiarity with trademark renewals, maintenance filings, portfolio management, and deadline tracking.
Experience with domain name matters, UDRP proceedings, or copyright docketing is a plus.
Strong organizational, proofreading, and time-management skills.
Ability to work independently while managing multiple priorities and deadlines.
Proficiency with Microsoft Outlook and Excel.
Bachelor's degree and/or Paralegal Certificate preferred.

Ideal Candidate

The successful candidate will be a highly organized trademark docketing professional with a strong understanding of intellectual property procedures and a proven ability to maintain accuracy in a deadline-driven environment. They will thrive in a collaborative setting and bring a proactive approach to supporting attorneys, clients, and international counsel.

Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual’s skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company’s 401(k) retirement plan. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.

Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.

EEO Notice

Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.

Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.

By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

Privacy Notice

Vaco by Highspring and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco by Highspring”) respects your privacy and are committed to providing transparent notice of our policies.

California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
Virginia residents may access our state specific policies here.
Residents of all other states may access our policies here.
Canadian residents may access our policies in English here and in French here.
Residents of countries governed by GDPR may access our policies here.

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:

the individual’s skill sets, experience and training;
licensure and certification requirements;
office location and other geographic considerations;
other business and organizational needs.

With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.

Vaco by Highspring

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