Lead Executive/Assistant Manager - Intellectual Property Management

Role Overview

This position entails providing crucial administrative and operational support for applied research activities focusing on intellectual property (IP) management, licensing, technology transfer, and grant administration. Key duties include maintaining comprehensive IP documentation, facilitating licensing agreements, coordinating grant applications and compliance, and collaborating with varied stakeholders on financial, legal, and business-related concerns. The role also contributes to digitalisation efforts and data analytics within the department, alongside broader administrative and project support.

Key Responsibilities

• Administer and report on applied research outcomes, including patents and other IP, adhering to established standard operating procedures (SOPs).
• Conduct IP-related searches and maintain up-to-date, version-controlled filing records, registers, and repositories.
• Draft standard IP documents such as Non-Disclosure Agreements, assignments, and confidentiality agreements and manage approval workflows.
• Monitor critical deadlines, prosecution schedules, and costs related to patent filings, preparing utilisation reports for review.
• Promptly escalate IP concerns, including issues around novelty and confidentiality, to senior personnel.
• Assist with licensing and technology transfer processes by preparing standard materials and coordinating deal finalisations.
• Maintain a database of industry contacts and potential opportunities and support outreach activities like exhibitions, trade shows, workshops, and seminars.
• Interface with internal teams and external parties on licensing and technology transfer matters, including overseeing billing and payments for licensing transactions.
• Track funding opportunities and deadlines, maintain grant calendars and pipeline trackers, and conduct preliminary eligibility assessment for grant applications.
• Coordinate post-award activities including project setup, reporting timelines, and documentation bundles.
• Collaborate with academic units and funding bodies on project submissions, grant management, and continuing education and training (CET) programs.
• Analyze and report data relating to grants management, funding utilisation, and licensing performance indicators.
• Support ongoing digital transformation and data analytics initiatives within the department.
• Provide wide-ranging administrative and management assistance across departmental activities and contribute to cross-functional teams and committees as needed.

Candidate Profile

• Detail-oriented and motivated professional to assist the Technology Transfer Office in managing comprehensive IP and grants workflows.
• Educational background in Engineering or Life Sciences preferred.
• Comfortable handling data and adept at balancing multiple tasks in a dynamic, fast-paced environment.
• Excellent communication and interpersonal skills, capable of engaging effectively with a broad spectrum of stakeholders.
• Proficient in Microsoft Office suite; prior experience or familiarity with IP, technology transfer, or grants administration is advantageous.
• An interest or experience in digitalisation and data analytics aimed at process enhancement is highly valued.