Trade Mark Secretary, Cape Town

Spoor&Fisher is looking for a Trade Mark Secretary within the TM: Merit Team. The successful candidate will be based in the Cape Town office, reporting to the Associate heading up the practice. The ideal candidate should have a keen eye for detail and should be able to attend to general trade mark secretarial duties with a focus on litigation.Paralegal qualification or relevant tertiary qualification (advantageous) Minimum 3–5 years’ experience in a trade mark practice Strong understanding of trade mark prosecution and litigation procedures Experience with High Court or Tribunal filings (advantageous) Experience with international filings and coordination with foreign associates (advantageous)Demonstrated reliability in deadline-driven legal environments where errors may have significant legal or financial consequences. Calm and solution-oriented under pressure Strong sense of ownership, accountability and professional maturity when interacting with clients, foreign associates and senior professionalsProactively identifying procedural or administrative inefficiencies and contributing to process improvements within the Trade Marks Department. Excellent written and verbal communication skills Exceptional attention to detail and accuracy Strong prioritisation and deadline management skills Ability to manage a high-volume practice with minimal supervisionCommercial awareness and professionalism in client interactions Ability to take instruction from multiple professionals and prioritise accordingly Ability to anticipate filing and reporting requirements Advanced proficiency in MS Office (Outlook, Word, Excel), including formatting of legal documentsA high degree of confidentiality and professional discretion Duties and Responsibilities

Litigation Support

Assisting with preparation and formatting of litigation documents, including:

Letters of demand Undertakings Settlement agreements Company and close corporation name objections Affidavits

Liaising with courts, sheriffs, and external service providers Opening, administering, and maintaining trade mark litigation files, managing diaries, and monitoring statutory deadlines Drafting and preparing correspondence to agents, clients, the Registrar of Trade Marks, and internal departmentsEnsuring strict compliance with court and statutory deadlines Trade Mark Prosecution

Preparing draft official action reports and compliance letters to the Registrar of Trade Marks Reporting to clients on the status of applications Instructing trade mark searches and preparing filing instructions for local and foreign applications Opening, administering, and maintaining trade mark files, managing diaries, and monitoring statutory deadlinesDocketing and tracking deadlines for trade mark applications Drafting and preparing correspondence to agents, clients, the Registrar of Trade Marks, and internal departments Commercial Work and Portfolio Management

Preparing powers of attorney Compiling trade mark schedules and portfolio reports Conducting online investigations Assisting with the preparation of trade mark assignment agreements where required Managing change of name, address, and amendment instructions and procedures Systems, Financial, and Administrative SupportAccurate time recording and WIP management Processing invoices and credit notes, and following up on outstanding fees where required Updating internal accounting and general standing instructions Answering and directing telephone calls professionally Arranging meetings and managing calendars Providing general administrative support to the trade mark team

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