Assistant to Head of IP & Licensing

Location: Dubai (This position is remote initially, but relocation to Dubai will be required later)

Report to: Head of IP & Licensing

Requirement: Good English and Vietnamese

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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.