Vacant job

Potter Clarkson is a practice with a history in the Swedish intellectual property market that reaches far beyond its opening of staffed offices in Stockholm in 2018. We are a leading European full-service intellectual property practice. With offices in the UK, Sweden, and Denmark, we are well-known for handling some of the most complex and challenging patent and trademark cases, and we are well-regarded for successful prosecution, opposition, and appeal work. Our proven excellence has made us the European firm of choice for several global giants, household names, universities, and SMEs, as well as smaller companies and individuals all of whom wish to benefit commercially from their investment into intellectual property. The Stockholm office today consists of 15 employees and wishes to add a talented, forward-thinking Office Administrator to the heart of the team. If you have experience in administration, love to interact with people, solve problems, and can demonstrate strong organisational skills and attention to detail, then this is a superb role in which to develop your career. The role: As an IP and Office Administrator, you are the hub of the office, and you are part of a highly professional group of people. Located at the Stockholm office, your success in this position will be derived both from your interest and from your ability to apply your experience in providing administrative support and to interact with individuals and organisations daily. You have ownership of your day-to-day duties; you will have the opportunity to influence the working procedures, and it will be your self-motivation and input into the role and the firm that will see your career grow within this leading intellectual property practice. Primarily, the role of IP and Office Administrator will require you to provide high-quality administrative support to all staff and fee earners within our Stockholm office as well as helping to organise and arrange meetings and events in and out of the office. The role will include highs and lows with tasks such as day-to-day administrative operations as well as preparing legal documents, monitoring and managing deadlines, and dealing with clients from around the world. Day-to-day duties will include:

• Assisting with the preparation and dispatch of correspondence, including preparation of official forms and drafts etc.
• Dealing with all incoming and outgoing post.
• Monitoring case details and deadlines using the firm’s records management software.
• Planning and arranging meetings, travel, and accommodation.
• Liaising with fee-earning staff to ensure high levels of client care.
• Providing general assistance to members of fee-earning staff and other support staff.
• Ad hoc administrative tasks as and when required e.g. photocopying, printing bundling etc.
• Taking care of the office and ordering appliances.
• Welcoming visitors to the office, offering guests refreshment and notifying fee earners of their arrival.
• Managing incoming/outgoing post and courier deliveries.
• Overseeing meeting room bookings.
• Ordering, preparing, and serving lunches and drinks to meeting attendees.

• Proficiency in Microsoft Office software applications.
• Excellent English language skills - other languages, especially Scandinavian languages, would be beneficial.
• A passion for working in a client-oriented and commercially focused team.
• An interest in being part of a growing and forward-looking firm.
• Excellent communication skills.

You will also need to demonstrate:

• Excellent and proven administrative skills.
• The ability to manage and prioritise your own workload.
• Proven organisational skills.
• Very strong interpersonal and communication skills with a proactive and personable approach.
• A professional manner with experience in dealing with clients and other professional contacts.
• Being a team player who is also conscientious, motivated, and flexible.
• Strong IT skills with an excellent working knowledge of Microsoft Office.
• Being receptive to learning new skills and acquiring an understanding of the industry.
• Being a process-driven, organised person who excels at meeting deadlines when working within a busy team environment.
• An ability to work well under pressure.

Existing knowledge of Intellectual Property is preferred but not essential as full and extensive training will be provided. Benefits

• Competitive salary based on experience.
• 25 days annual leave + bank holidays.
• A company pension scheme.
• Healthcare package.
• Regular company away days & social events.

• A work environment that provides a unique combination of British and Scandinavian values.
• The benefits of a small, growing office paired with the infrastructure of a larger firm.
• Excellent career development and partnership prospects. If you’ve got the experience and ambition we’re looking for, we can create a role perfectly tailored to you. We recruit for talent and attitude and train for skills. You will be challenged to learn and are encouraged to make a significant impact on the firm.
• We are committed to promoting a healthy work-life balance and supporting the wellbeing of all our people.