Date posted: 12/07/2021

Location: Auckland or Wellington

Work type: Permanent

Role type: Assistant

As an assistant, you will provide high quality assistant services to the executive staff and administrative services to the business.

Key responsibilities

  • Types documents and correspondence
  • Diarises, acknowledges, prepares and files patent applications in NZ and overseas
  • Checks Notices of Acceptance
  • Manages and prioritises all filing deadlines and commitments
  • Uses the AJ Park in-house software programs
  • Prepares standard letters for reporting to clients and drafting responses to IPONZ and IP Australia
  • Orders and/or downloads documents from, and liaises with IPONZ or IP Australia
  • Maintains an up to date contacts list in Outlook
  • Takes phone messages and acts on instructions
  • Completes forms for updating information relating to clients and patent filings into AJ Park’s computer systems and checks these details are correct
  • Prepares client invoices, including entering time and standard charges
  • Reviews file charges and maintains up to date billing processes
  • Maintains a reminder system for upcoming deadlines
  • Arranges meetings and clients visits
  • Monitors and distributes all incoming emails sent to the AJ Park generic mailbox
  • Manages and prioritises incoming mail distribution based on deadlines, urgency, subject matter, and/or relevance
  • Coordinates with relevant individual AJ Park staff members and/or teams where necessary
  • Uses the AJ Park in-house software programs
  • Identifies opportunities for continuous improvement
  • Coordinates of other administrative requirements as requested
  • Complies with AJ Park Health and Safety practices and procedures
  • Any other duties as reasonably required


Core skills

  • Strong written and oral communication skills
  • Strong prioritisation skills
  • Attention to detail
  • Spelling and grammar of a high standard
  • Accurate and fast keyboard skills
  • Proficiency in Microsoft Word and the ability to learn new software packages quickly

Client service

  • Ability to develop strong working relationships with internal and external contacts
  • Demonstrates a positive can do attitude
  • Professional, efficient and friendly telephone manner
  • Strong client focus, showing willingness, flexibility and commitment to follow through with work obligations
  • Communicates in a professional, friendly and tactful manner, for example, relates to clients, principals and staff in a manner which is respectful

Organisational skills

  • Ability to prioritise and meet deadlines
  • Remains calm and works effectively under pressure

Self-management skills

  • Ability to use initiative and where appropriate, undertake work without instructions
  • Demonstrates reliability in terms of attendance at work, time keeping etc
  • Maintains the highest standards of confidentiality, discretion and trustworthiness
  • Maintains good working relationships with others in the firm
  • Demonstrates behaviours consistent with the AJ Park values


About AJ Park

AJ Park is the IP firm of choice in New Zealand. We support our clients with ‘intelligent action’ and are well respected both within the patent attorney profession and by the clients we work with.

We offer a rewarding career, community and team spirit and opportunities to develop technically and personally.

Our people are talented, energetic and career-oriented. They come from a diverse range of backgrounds and disciplines including law, science and engineering. Our work environment is knowledge-based and we are committed to high standards of professionalism.

We are interested in intelligent, ambitious and enthusiastic people who want to work with the world's most innovative companies.

Visit for more information.


Apply via the link below with a copy of your CV and covering letter.

Apply now