Our client is an international corporate entity with offices in Dubai (HQ), Malaysia and Malta, established to manage diverse operational functions. Built on the foundations of an international group, the company supports clients with market entry, licensing, regulatory compliance, strategy consulting and IP Management.
- Location: Dubai - Onsite presence is required
- Languages:VNese as a mother tongue, with good English communication skills required.
- Note:Please note that only shortlisted candidates will be contacted. Thank you for your kind understanding.
Role Description
Core Administrative Support :
- Manage daily scheduling, calendar coordination, and internal/external meeting logistics for head of IP & licensing.
- Prepare agendas, take structured minutes of the meetings, and track follow-ups.
- Handle travel planning, itineraries, and expense submissions.
Coordinate document flow:
- Filing, version control, and secure storage.
- IP Portfolio Assistance: Maintain IP docketing spreadsheets and renewals calendar.
- Coordinate internally with IP Lawyers, and external agents.
- Prepare basic filings or submission packages under instruction (e.g., POA forms, supporting evidence, specimens).
- Maintain organized repositories of certificates, applications, and Correspondence.
Licensing & Commercial Support
- Prepare term sheets, and licensing schedules for internal review.
- Monitor contract lifecycle: signature status, expiries, compliance dates.
- Maintain a database of licensees, royalty reports, and payment schedules.
Research & Monitoring
- Conduct preliminary research on trademarks, domain names, copyright ownership, and company profiles.
- Track competitor filings, new applications, and suspicious registrations.
- Help collect evidence for oppositions, cancellations, and UDRP-type actions.
- Monitor online misuse, including brand abuse, content copying, and unauthorized distribution.
Evidence & Case Management
- Collect and organize screenshots, time-stamped captures, WHOIS records, chain-of-custody data.
- Prepare evidentiary folders for litigation, enforcement, or negotiations.
- Liaise with cybersecurity or brand-protection vendors to obtain reports.
- Maintain logs of infringement matters, deadlines, and enforcement status.
Operational & Project Support
- Maintain the team's Asana/Notion boards (IP strategy, licensing pipeline, renewals).
- Draft internal summaries and briefing notes.
- Coordinate with finance on invoices, vendor payments, and budgeting items.
- Support preparation of presentations, KPIs, and quarterly IP portfolio updates.
Confidentiality & Compliance
- Ensure sensitive IP documents are handled under strict confidentiality.
- Support implementation of internal policies across IP, licensing, and content Use.
- Help maintain records needed for audits or compliance checks.
Qualifications and Requirements:
- Bachelor's degree in Business Administration, Intellectual Property, Law or a related field.
- 2 - 4 years of experience in legal administration, IP support, paralegal work, or a similar coordination role.
- Proficiency in Excel/Google Sheets and document management tools; experience with project management tools such as Asana or Notion is a plus.
- VNese as a mother tongue, with good English communication skills required, high attention to detail, and the ability to manage multiple tasks while handling confidential information.
