Intellectual Property - Paralegal

Albany International Corp. is a global manufacturer of advanced materials for the Paper Industry as well as a supplier to the Aerospace, Construction and Consumer sectors.   With our 110-year history of leadership in innovation and manufacturing, Albany International has grown to be the world’s largest manufacturer of consumable Paper Machine Clothing used in the manufacture of paper.  Join us as we grow and invest in new businesses and continue our focus on providing unparalleled value to our Papermaking customers.

The Albany International Corp. Legal Department is looking for a Paralegal or Administrative Assistant to join our team. Albany is a company and maintains intellectual property rights in numerous jurisdictions around the world. The successful employee will manage Albany Internationals' Intellectual Property portfolios and will be the primary support person for the Assistant General Counsel, Director of Intellectual Property at our Corporate Headquarters.

Responsibilities

In the performance of their respective tasks and duties all employees are expected to exhibit the following core company values: Albany wins together, count on each other, own your actions, care about each other, share your enthusiasm.

The Intellectual Property Paralegal will administer Albany International’s global patent and trademark portfolios and provide primary operational support to the Assistant General Counsel, Director of Intellectual Property. This role is responsible for accurate docket and portfolio administration, coordination with inventors, business teams, outside counsel, and service providers, execution of IP formalities, financial administration, and portfolio reporting.

• IP Portfolio and Docket Management
  • Administer the company’s global patent and trademark portfolios in coordination with the Assistant General Counsel, Director of Intellectual Property.
  • Maintain complete and accurate matter records in IPfolio, SharePoint, and related systems, including bibliographic data, status, ownership, costs, and supporting documents.
  • Review and docket incoming correspondence; monitor domestic and foreign patent and trademark deadlines; and follow up with internal stakeholders, outside counsel, and service providers to support timely action.
  • Conduct periodic portfolio and data-integrity audits, reconcile discrepancies, and maintain orderly electronic records.
  • Coordinate patent annuity and trademark renewal activities, including payment instructions, due-date monitoring, and record updates.
• Patent and Trademark Administration
  • Open, update, and close patent and trademark matters and maintain corresponding files and records.
  • Coordinate U.S. and foreign filings, prosecution formalities, registrations, recordations, and renewals with outside counsel and foreign associates.
  • Coordinate execution of assignments, declarations, powers of attorney, inventor documents, and other filing formalities; track completion and maintain final executed copies.
  • Support IP searches, application and registration status reviews, and collection of patent-use and trademark-use information from the business.
• Inventor and Business Support
  • Manage invention disclosure intake and processing, confirm submission completeness, maintain supporting records, and coordinate follow-up with inventors and business teams.
  • Prepare materials and reports for patent review committee meetings and provide administrative support for committee decisions and follow-up actions.
  • Prepare periodic portfolio, docket, status, and activity reports for the Legal Department and business units.
  • Administer the inventor awards program, including award reports, communications, payment instructions, and plaque orders.
  • Handle confidential, privileged, and trade-secret information with appropriate care and discretion.
• Outside Counsel, Vendor, and Financial Coordination
  • Serve as a primary operational liaison with outside counsel, foreign associates, and IP service providers to promote accurate, timely, and cost-effective portfolio administration.
  • Review invoices for accuracy and compliance with billing requirements; coordinate approvals, payment processing, and resolution of billing questions.
  • Maintain IP spending records and reports and support budgeting, accruals, and outside-counsel cost tracking.
  • Coordinate vendor matters, engagement documentation, and service-provider records as needed.
• Operational Support
  • Provide administrative support for IP meetings, records, reporting, and department operations.
  • Prepare presentations, correspondence, and other materials for the Legal Department and business stakeholders.
  • Process procurement requisitions in SAP and maintain related records.
  • Identify opportunities to improve IP workflows, data quality, reporting, and administrative processes.
  • Perform other related duties as assigned.

• Follow all publicized safety policies/procedures applicable to the job.

• Use appropriate PPE that has been identified on the Hazard Analysis for the department/role.
• Attend and participate in all safety training, safety meetings, audits and Behavior Based Safety programs assigned.

Report all safety hazards observed.  If capable, correct the safety hazard identified.

• Bachelor’s Degree, Associate’s degree or paralegal certificate in a legal, business, or related field; High School Diploma/GED with equivalent relevant experience maybe considered.
• Four or more years of experience in intellectual property paralegal, docketing or portfolio administration experience management, preferably within a corporate legal department or law firm supporting a global portfolio.
• Working knowledge of U.S. and foreign patent and trademark prosecution procedures, filing formalities, maintenance requirements, and associated deadlines.
• Demonstrated experience with patent and trademark docketing, including reviewing correspondence, calculating and monitoring deadlines, and coordinating instructions with outside counsel and foreign associates.
• Experience preparing and coordinating execution of assignments, declarations, powers of attorney, inventor documents, and other patent and trademark formalities.
• Strong data-management skills and demonstrated ability to maintain accurate portfolio records, conduct data-integrity reviews, and produce reliable status and financial reports.
• Proficiency with Microsoft 365 applications, including Excel, Word, PowerPoint, Outlook, SharePoint, and OneNote. Experience with SAP or a comparable procurement or financial system is preferred.
• Strong organizational and project-management skills, with the ability to independently prioritize multiple matters, meet deadlines, and follow through on time-sensitive requests.
• Excellent written and verbal communication skills and the ability to work effectively with inventors, business leaders, attorneys, outside counsel, foreign associates, and service providers.
• Sound judgment and demonstrated discretion in handling confidential, privileged, and trade-secret information.
• Detail-oriented, proactive, collaborative, and committed to improving workflows, data quality, and operational efficiency.
• Experience supporting invention disclosure programs, patent review committees, inventor award programs, outside-counsel billing, budgeting, accruals, or global portfolio reporting is preferred.
• IP Folio experience preferred.