IP Litigation Assistant / Admin Expert

Job description

Job Description

The IP Litigation Assistant / Admin Expert is responsible for the independent delivery of complex administrative and organizational tasks, for the Intellectual Property Department (in Pharma, Legal), Center of Excellence Patent Litigation and IP Franchises.

In addition, he/she will have the following responsibilities:
- General administrative support to the Head Patent Litigation ex US and Global Head IP Neuroscience and Ophthalmology IP team, e.g. independently fulfils administrative tasks including calendar management, travel arrangements, meeting logistics, organization of internal events, workshops, etc. 
- Guarantees continuity of administrative procedures, also during the supervisor’s/team’s absence (“what” is specified, e.g. independent correspondence based on key words or autonomously).
- Data and deadlines control, manage and update litigation documentation, organize specific files and ensure correct transfer of legal documents, obtain patent information from internal and external databases/sources of information, input into internal databases (Memotech), attend meetings and prepare draft minutes or action lists, autonomous organization of relevant meeting agendas and logistics, autonomous organization of internal and external litigation workshops and presentations from external law firms, handle Litigation sharepoint access rights, handle POs and external invoices according to processes incl. incoming court payments, onboarding of new colleagues and offboarding, deputy of administrative colleagues). 
- Handling of specific projects*: Actively supports team members on specific projects, e.g. quarterly SOX reporting, quarterly Innovative Reference Documents update and GLR-process . 
- Processes in own group: Contributes to improvement of current processes and/or to implementation of modified processes, e.g. acts as eBilling coordinator for the litigators and handles inquires on billing questions from external law firms (Datacert); administrator of generic litigation mailbox and project calendars, supporting two Executive Assistants in India handling the Local Litigation Calls with adminstrative and technical questions; actively participate in Operational Litigation Team Meeting, contributing with relevant topics and solutions; works hand in hand with litigation paralegal team on shared duties
Position Title

IP Litigation Assistant / Admin Expert

Desired profile

Minimum requirements

• Commercial training (e.g. Swiss Association of Commercial Employees) or equivalent, must have excellent administrative skills/experience. Preferably "Rechtsanwaltsfachangestellte".
• Very good written and spoken English and German
• Knowledge of other languages (e.g. French) advantageous
• Experience as „Administrative Specialist“ or additional career training, preferably in Global Field
Job Type

Full Time
Country

Switzerland
Work Location

Basel
Functional Area

Facilities and Administration
Division

PHARMA
Business Unit

Global Legal
Employment Type

Regular
Company/Legal Entity

Novartis Pharma AG