Support Staff Opportunities

We invite you to review the current support staff opportunities listed below. If you meet the qualifications of a posted position and would like to apply, please submit a cover letter and resume to the e-mail address provided in the job posting.

Nixon Peabody accepts applications for open positions only. If our current openings do not fit your circumstances, we encourage you to revisit this site again in the future for an updated listing of opportunities.

Buffalo Positions

Legal Secretary

Location
Buffalo, NY

Minimum of three years of experience as a litigation secretary with working knowledge of Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint), CMS, Interaction, and BDTS. Candidates must possess excellent communication and interpersonal skills; strong typing, computer, organizational, and administrative skills with meticulous attention to detail; ability to prioritize workload, deal with urgent client needs, and independently manage multiple tasks; must be a team player and effectively and efficiently use firm resources; maintain professional contact with clients, attorneys, and staff and observe confidentiality of client and firm matters. Associate’s or bachelor’s degree preferred but not required.

Responsibilities

Prepare and serve pleadings and discovery (including e-filings)
Prepare proofs of service, table of contents, and table of authorities
Prepare pleading shells with proper captions and formatting
Perform scheduling, calendaring, and meeting planning
Familiar with and work within local, state, and federal court rules and must be familiar with the basics of civil procedures

Contact

careers1@nixonpeabody.com
Nixon Peabody LLP

Silicon Valley Positions

Patent Secretary

Location
Palo Alto, CA

Nixon Peabody LLP has an immediate opening for a patent secretary in our Silicon Valley office located in Palo Alto. This position reports directly to the office administrator.

Responsibilities: The patent secretary will be familiar with PTO (and foreign filing) procedures. Will set tickler systems for filing deadlines for attorneys and patent staff. This position will assist with compiling filings and electronically filing (where able) with the PTO. The patent secretary will open and flag correspondence for docketing and will assist with maintaining the docket. The secretary will manage pending patent files and documents working with attorneys, paralegals, and other patent specialists as necessary. Will also draft client correspondence and prepare status reports as needed.

Qualifications include a minimum of five years’ relevant patent prosecution experience. Experience working in a law firm is a plus. Must have knowledge of PTO filing procedures. Successful candidates will have demonstrated excellent organizational and communication skills, and the ability to work independently and to take the initiative to accomplish objectives in a timely manner. We offer attractive benefits and a competitive salary.

Nixon Peabody LLP is an equal opportunity employer. Principals only.

Contact

careers1@nixonpeabody.com
Nixon Peabody LLP

Rochester Positions

Senior Proposal Manager

Location
Rochester, NY

Position Summary: This position will be a resource to the Marketing team, operating at a significant strategic level, while also providing hands-on support. The senior proposal manager will be the quarterback for multipractice and high-revenue potential proposals, and be a resource for business development managers as they quarterback proposals that involve one or two practice groups.

Candidates must be detail-oriented and possess excellent interpersonal and communication skills orally and in writing. Must be an excellent, concise writer, self-directed; must know what needs to be done and do it with minimal supervision. Proficient in Microsoft Word, Excel, and PowerPoint, as these tools are often employed for proposal responses. A bachelor’s degree and at least eight years of experience as a manager of a busy proposal team. Law firm and marketing or sales experience are desirable.

Responsibilities

Lead firmwide proposal generation process, and serve as the primary resource to manage completion and submission of RFP responses.
Manage the development, completion, and on-time delivery of those RFP responses he or she quarterbacks.
Draft, propose, produce, and edit proposal content that is client-centric, responsive, accurate, and persuasive.
Serve as senior editor on most RFP responses to quality check readability, client centricity, and consistency of messaging. Superior writing ability a must.
Work collaboratively with the business development managers to manage the PMAPS database to assure content is populated, updated, and accurate at all times. Work collaboratively with the marketing information systems manager to assure new PMAPS features are vetted and upgrades are coordinated through the IT department.
Oversee compilation of metrics regarding proposal preparation and response as requested for reporting to firm management.
Manage the firm’s RFP assessment process and lead the go/no-go decision-making process.
Serve as a resource to develop effective proposal pricing strategies.
Participate in proposal debriefs to understand reasons for winning or losing and adjust processes accordingly with a goal to improve win rate.
Occasional travel to other firm offices will be required. The work will at times require extended and irregular hours to perform essential duties.
Serve as a writing coach on new business proposals to others on the Marketing team.
Serve as a mentor to the proposal manager.
Perform other duties as assigned.

Contact

careers1@nixonpeabody.com
Nixon Peabody LLP

Part-time Information Processing Center Specialist

Location
Rochester, NY

Part-time Information Processing Center Specialist

Hours

9 p.m.-2 a.m. Monday-Wednesday and 12:30 p.m.-5:30 p.m. Sunday

Position Summary

A minimum of 3-5 years’ legal secretary, word processing, or equivalent experience preferred. Candidates must possess strong keyboarding skills and proficiency in Microsoft Office, including but not limited to Outlook, Word, Excel, and PowerPoint, excellent communication and interpersonal skills; organizational and administrative skills with meticulous attention to detail; ability to prioritize workload, deal with urgent client needs, and work under tight deadlines while managing multiple tasks. Must be a team player and effectively and efficiently use firm resources. Associate’s or Bachelor’s degree preferred but not required; minimum net typing speed of 65 wpm required.

Responsibilities

Create documents in Word, Excel, and other applications from handwritten copy, typed copy, and dictation
Use advanced features such as styles, tables, table of contents, and table of authorities
Edit documents that are heavily revised and be capable of deciphering many different handwriting and editing styles
Use scanner to load documents into Word and clean up formats of scanned documents
Convert documents from one software to another
When necessary, act as liaison between IPC and internal clients, assess workload, and schedule work
Function as part of a team to meet department goals
Be able to take initiative, work independently, and assume responsibility for meeting tight deadlines
Provide backup as needed to other departments

Contact

careers1@nixonpeabody.com
Nixon Peabody LLP

Washington Positions

Administrative Assistant

Location
Washington, DC

Responsibilities

Dynamic, self-starter will provide administrative support to department leaders in office administration, human resources, and marketing. Primary responsibilities will include: opening, sorting, and delivering incoming mail; screening incoming telephone calls; scheduling meetings; making travel arrangements and preparing expense reimbursement forms; assisting with recruiting activities and marketing events; filing; and other duties as assigned.

Qualifications

Qualified applicants must possess a high school diploma or equivalent and preferably one year of college with specialized coursework in administrative management. Good oral and written communication skills a must as well as general clerical and typing skills. Competency in Microsoft Word, Outlook, Excel, and PowerPoint necessary and ability to work in fast-paced environment. Strong attention to detail and good interpersonal skills critical. Ability to operate general office equipment important. Hours are 9:00 a.m.–5:30 p.m. with flexibility for overtime. Nixon Peabody LLP is an Equal Opportunity Employer. M/F/D/V

Contact

Careers2@nixonpeabody.com
Nixon Peabody LLP

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Lateral Attorneys Summer Associate Program Professional Staff Training & Development NALP Forms	Support Staff Opportunities We invite you to review the current support staff opportunities listed below. If you meet the qualifications of a posted position and would like to apply, please submit a cover letter and resume to the e-mail address provided in the job posting. Nixon Peabody accepts applications for open positions only. If our current openings do not fit your circumstances, we encourage you to revisit this site again in the future for an updated listing of opportunities. Buffalo Positions Legal Secretary Location Buffalo, NY Minimum of three years of experience as a litigation secretary with working knowledge of Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint), CMS, Interaction, and BDTS. Candidates must possess excellent communication and interpersonal skills; strong typing, computer, organizational, and administrative skills with meticulous attention to detail; ability to prioritize workload, deal with urgent client needs, and independently manage multiple tasks; must be a team player and effectively and efficiently use firm resources; maintain professional contact with clients, attorneys, and staff and observe confidentiality of client and firm matters. Associate’s or bachelor’s degree preferred but not required. Responsibilities Prepare and serve pleadings and discovery (including e-filings) Prepare proofs of service, table of contents, and table of authorities Prepare pleading shells with proper captions and formatting Perform scheduling, calendaring, and meeting planning Familiar with and work within local, state, and federal court rules and must be familiar with the basics of civil procedures Contact careers1@nixonpeabody.com Nixon Peabody LLP Silicon Valley Positions Patent Secretary Location Palo Alto, CA Nixon Peabody LLP has an immediate opening for a patent secretary in our Silicon Valley office located in Palo Alto. This position reports directly to the office administrator. Responsibilities: The patent secretary will be familiar with PTO (and foreign filing) procedures. Will set tickler systems for filing deadlines for attorneys and patent staff. This position will assist with compiling filings and electronically filing (where able) with the PTO. The patent secretary will open and flag correspondence for docketing and will assist with maintaining the docket. The secretary will manage pending patent files and documents working with attorneys, paralegals, and other patent specialists as necessary. Will also draft client correspondence and prepare status reports as needed. Qualifications include a minimum of five years’ relevant patent prosecution experience. Experience working in a law firm is a plus. Must have knowledge of PTO filing procedures. Successful candidates will have demonstrated excellent organizational and communication skills, and the ability to work independently and to take the initiative to accomplish objectives in a timely manner. We offer attractive benefits and a competitive salary. Nixon Peabody LLP is an equal opportunity employer. Principals only. Contact careers1@nixonpeabody.com Nixon Peabody LLP Rochester Positions Senior Proposal Manager Location Rochester, NY Position Summary: This position will be a resource to the Marketing team, operating at a significant strategic level, while also providing hands-on support. The senior proposal manager will be the quarterback for multipractice and high-revenue potential proposals, and be a resource for business development managers as they quarterback proposals that involve one or two practice groups. Candidates must be detail-oriented and possess excellent interpersonal and communication skills orally and in writing. Must be an excellent, concise writer, self-directed; must know what needs to be done and do it with minimal supervision. Proficient in Microsoft Word, Excel, and PowerPoint, as these tools are often employed for proposal responses. A bachelor’s degree and at least eight years of experience as a manager of a busy proposal team. Law firm and marketing or sales experience are desirable. Responsibilities Lead firmwide proposal generation process, and serve as the primary resource to manage completion and submission of RFP responses. Manage the development, completion, and on-time delivery of those RFP responses he or she quarterbacks. Draft, propose, produce, and edit proposal content that is client-centric, responsive, accurate, and persuasive. Serve as senior editor on most RFP responses to quality check readability, client centricity, and consistency of messaging. Superior writing ability a must. Work collaboratively with the business development managers to manage the PMAPS database to assure content is populated, updated, and accurate at all times. Work collaboratively with the marketing information systems manager to assure new PMAPS features are vetted and upgrades are coordinated through the IT department. Oversee compilation of metrics regarding proposal preparation and response as requested for reporting to firm management. Manage the firm’s RFP assessment process and lead the go/no-go decision-making process. Serve as a resource to develop effective proposal pricing strategies. Participate in proposal debriefs to understand reasons for winning or losing and adjust processes accordingly with a goal to improve win rate. Occasional travel to other firm offices will be required. The work will at times require extended and irregular hours to perform essential duties. Serve as a writing coach on new business proposals to others on the Marketing team. Serve as a mentor to the proposal manager. Perform other duties as assigned. Contact careers1@nixonpeabody.com Nixon Peabody LLP Part-time Information Processing Center Specialist Location Rochester, NY Part-time Information Processing Center Specialist Hours 9 p.m.-2 a.m. Monday-Wednesday and 12:30 p.m.-5:30 p.m. Sunday Position Summary A minimum of 3-5 years’ legal secretary, word processing, or equivalent experience preferred. Candidates must possess strong keyboarding skills and proficiency in Microsoft Office, including but not limited to Outlook, Word, Excel, and PowerPoint, excellent communication and interpersonal skills; organizational and administrative skills with meticulous attention to detail; ability to prioritize workload, deal with urgent client needs, and work under tight deadlines while managing multiple tasks. Must be a team player and effectively and efficiently use firm resources. Associate’s or Bachelor’s degree preferred but not required; minimum net typing speed of 65 wpm required. Responsibilities Create documents in Word, Excel, and other applications from handwritten copy, typed copy, and dictation Use advanced features such as styles, tables, table of contents, and table of authorities Edit documents that are heavily revised and be capable of deciphering many different handwriting and editing styles Use scanner to load documents into Word and clean up formats of scanned documents Convert documents from one software to another li>Be familiar with a wide variety of software used by the firm and have an aptitude for learning to use new software When necessary, act as liaison between IPC and internal clients, assess workload, and schedule work Function as part of a team to meet department goals Be able to take initiative, work independently, and assume responsibility for meeting tight deadlines Provide backup as needed to other departments Contact careers1@nixonpeabody.com Nixon Peabody LLP Washington Positions Administrative Assistant Location Washington, DC Responsibilities Dynamic, self-starter will provide administrative support to department leaders in office administration, human resources, and marketing. Primary responsibilities will include: opening, sorting, and delivering incoming mail; screening incoming telephone calls; scheduling meetings; making travel arrangements and preparing expense reimbursement forms; assisting with recruiting activities and marketing events; filing; and other duties as assigned. Qualifications Qualified applicants must possess a high school diploma or equivalent and preferably one year of college with specialized coursework in administrative management. Good oral and written communication skills a must as well as general clerical and typing skills. Competency in Microsoft Word, Outlook, Excel, and PowerPoint necessary and ability to work in fast-paced environment. Strong attention to detail and good interpersonal skills critical. Ability to operate general office equipment important. Hours are 9:00 a.m.–5:30 p.m. with flexibility for overtime. Nixon Peabody LLP is an Equal Opportunity Employer. M/F/D/V Contact Careers2@nixonpeabody.com Nixon Peabody LLP
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