IP Assistant - Patent

Gowling WLG; Ottawa; Hybrid; CAD 50,000 - 70,000; Full time

Job summary

A leading international law firm in Ottawa is seeking an Intellectual Property Assistant to provide administrative support to patent lawyers. Responsibilities include coordinating patent fee payments, processing applications, and maintaining the in-house database. The ideal candidate has 2-3 years of experience as a Patent Assistant, is proficient with data entry, and possesses strong Microsoft Office skills. This role offers a supportive work culture and benefits including extensive health coverage and hybrid work flexibility.

Benefits

100% employer-paid health, dental, and mental health coverage

15+ vacation days

Hybrid work flexibility

Parental leave top-up

Group Retirement Savings Plan

Employee & Family Assistance Program

Qualifications

• 2-3 years of experience working as a Patent Assistant.
• Canadian and Foreign Patent experience.
• Ability to produce high quality work under tight timelines.

Responsibilities

• Coordinate payment of patent maintenance fees to CIPO and foreign jurisdictions.
• Review and enter correspondence from CIPO and Foreign Patent Offices.
• Open, prepare and file PCT and Canadian applications.

Skills

Experience as a Patent Assistant

Data-Entry experience

Bilingualism (English/French)

Knowledge of 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 to join our Ottawa office. In this role, you will work within a team environment, providing administrative support to the patent lawyers and agents.

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 experience
• 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.
• Bilingualism (English/French) would be a strong asset.

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, plus an annual lifestyle spending allowance
• Benefits coverage for Firm members and their dependents from day one!
• 15+ vacation days and hybrid work flexibility
• Parental leave top-up for 26 weeks (after 12 months of full-time employment)
• Group Retirement Savings Plan with employer match
• Financial protection through short & long-term disability, life, accident & critical illness insurance
• Employee & Family Assistance Program, guided CBT, and an internal network of 120+ trained Mental Health First Aid responders
• Recognition awards, appreciation events, and a supportive, collaborative work culture
• Perks and preferred pricing programs, referral bonuses and more

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.