IP Assistant

Gowling WLG; Ottawa; Hybrid; CAD 50,000 - 56,000; Full time

Benefits offered by this job

Hybrid work flexibility

Health coverage (employer-paid)

Supportive team culture

Job summary

Gowling WLG is seeking an Intellectual Property Assistant - Patents in Ottawa. The role supports patent lawyers and agents, handling administration and IP database updates. This is a contract position through February 2028, offering hybrid work options and a structured team environment.

The successful candidate will manage deadlines, liaise with CIPO and foreign offices, and maintain high-quality work under tight timelines.

Qualifications

• 2-3 years’ experience working as a Patent Assistant.
• Canadian and Foreign Patent experience.
• Data-Entry experience; Intellectual Property experience is an asset.
• Produce a high quality and quantity of work product, occasionally under tight timelines.
• Knowledge of Microsoft Office Suite with strong keyboard and dicta-typing skills.

Responsibilities

• Coordinate payment of patent and industrial design maintenance fees to CIPO and foreign jurisdictions.
• Review and enter correspondence from CIPO and foreign offices into the IP database.
• Process and update the IP in-house database with file openings, contacts, deadlines.
• Open, prepare and file PCT applications to WIPO and Canadian/Foreign applications to CIPO.
• Prepare and forward correspondence to CIPO, clients and foreign associates.

Skills

Data entry

IP experience

Keyboard typing

Attention to detail

Tools

Microsoft Office Suite

Job description

About Gowling WLG

At Gowling WLG, our commitment to excellence begins with our people. As an international law firm with offices in Canada, the U.K., Europe, the Middle East, and Asia, we’re proud to recruit and retain top talent who bring energy, insight, and a singular focus on delivering exceptional experiences – for our clients and each other.

We’re intentional about building a workplace that’s both high-performing and supportive, ensuring that everyone is empowered to do their best work and reach their full potential. Our culture is grounded in our shared values: Raise the Bar, Embrace Differences, and Thrive Together. These values shape how we collaborate, lead, and succeed – across teams, time zones, and career paths.

Whether you’re pursuing a role in law or business services, explore what’s possible and make your mark with Gowling WLG.

PROFILE

We are currently recruiting for an Intellectual Property Assistant - Patents. In this role, you will work within a team environment, providing administrative support to the patent lawyers and agents.

This is a contract position until February 2028.

Responsibilities

• Coordinating payment of patent and industrial design maintenance fees to CIPO and foreign jurisdictions
• Reviewing and entering correspondence from CIPO, Foreign Patent Offices and Foreign Associates into the Intellectual Property in-house database.
• Processing and entering updates into the Intellectual Property in-house database i.e. file opening forms, client contacts, removing and entering deadlines.
• Opening, preparing and filing PCT applications to WIPO and Industrial Design and Canadian applications to CIPO.
• Preparing and forwarding correspondence to CIPO, clients and foreign associates using the Intellectual Property in-house database templates.
• Coordinating and communicating updates with the Accounting department i.e. changing clients, processing foreign associate invoices and submitting disbursements.
• Reviewing and taking action to resolve errors and discrepancies identified and documents submitted to or received from CIPO. Resolving issues can include making calls to CIPO, using CIPO’s on-line feedback form as well as submitting formal written correction requests. Coordinating and communicating updates with the Accounting department i.e. changing clients, processing foreign associate invoices and submitting disbursements
• Resolving work-related matters in a professional and timely manner.

Qualifications

• 2-3 years’ experience working as a Patent Assistant.
• Canadian and Foreign Patent experience.
• Data-Entry experienceIntellectual Property experience is an asset.
• Produce a high quality and quantity of work product, occasionally under tight timelines.
• Knowledge of Microsoft Office Suite with strong keyboard and dicta-typing skills.

Benefits/Perks

Gowling WLG’s total rewards program is designed to foster a culture where high performance and personal well-being go hand-in-hand. We support your career and life with:

• 100% employer-paid health, dental, and mental health coverage
• Benefits coverage for Firm members and their dependents from day one
• Hybrid work flexibility
• Employee & Family Assistance Program, guided CBT, and Primary Virtual Care
• Recognition awards, appreciation events, and a supportive, collaborative work culture
• Perks and preferred pricing programs, referral bonuses, and more

The starting range for this role is $50,000 to $56,000. Starting salary will be determined based on an applicant’s individual skills, competencies and unique qualifications. Gowling WLG employees have the potential to exceed this range based on tenure and performance

This position is currently vacant and is open to both internal and external candidates. Gowling WLG is recruiting for this role to support ongoing firm needs and team operations.

This employer may use tools within our applicant tracking system that include artificial intelligence–supported features, such as automated candidate matching. These tools do not make hiring decisions; all screening, assessments, and selections are reviewed and completed by human recruiters and hiring managers.

Gowling WLG is dedicated to building a diverse and inclusive workplace. If you are in need of accommodation or support at any time during the recruitment process, please let us know.