Legal Administrative Assistant – Defamation/Privacy/Int’l. Trade

Gowling WLG; Ottawa; On-site; CAD 45,000 - 60,000; Full time

Job summary

A leading international law firm in Ottawa is seeking a Legal Administrative Assistant to support litigators in managing complex civil litigation files. The ideal candidate will have a diploma in administrative support and strong organizational skills with the ability to multi-task in a dynamic environment. Competitive benefits including comprehensive health coverage and vacation days are offered.

Benefits

100% employer-paid health and dental coverage

15+ vacation days

Parental leave top-up

Group Retirement Savings Plan

Employee Assistance Program

Qualifications

• Minimum of two years of experience in civil litigation.
• Ability to communicate effectively in a professional manner.
• Capacity to work independently and in a team.

Responsibilities

• Prepare and format court materials and correspondence.
• Manage filings across courts and tribunals.
• Coordinate across teams and support hearing preparation.

Skills

Multi-tasking

Attention to detail

Organizational skills

Sound judgment

Effective communication

Education

Administrative Assistant or Legal Administrative Assistant Diploma

Tools

Microsoft Office Suite

Litigation management programs

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.

ABOUT THE TEAM

Gowling WLG’s litigators who specialize in Defamation & Media Law, Privacy Law, Administrative Law and International Trade and Customs Law are currently seeking a Legal Administrative Assistant to join our team. Our work spans defamation actions and reputation management, privacy breach responses, judicial reviews, Canadian International Trade Tribunal anti‑dumping and countervailing duty proceedings, and international trade and customs matters. We act for a variety of clients, including technology companies, professional associations, global businesses, and public bodies.

THE OPPORTUNITY

As Legal Administrative Assistant, you will be the operational backbone for a group of busy litigators. You will be involved in a number of interesting files and play a key role in day‑to‑day file and litigation practice management. You will track filing deadlines, update calendars, produce court‑ready materials, and keep clients and counsel connected. The right candidate is skilled at solving problems, organizing workflows, streamlining processes, and demonstrates strong attention to detail, sound judgment, and the ability to manage priorities in a dynamic environment.

RESPONSIBILITIES / WHAT YOU WILL DO

• Accurately prepare and format court materials and correspondence with minimal direction: motion records, factums, books of authorities, and compendia of argument, with accurate citations and schedules.
• Manage filings and service across courts and tribunals: Federal Court, Federal Court of Appeal, Divisional Court, Ontario Superior Court of Justice, Court of Appeal for Ontario, administrative tribunals.
• Run with urgent tasks: time‑sensitive filings and confidential privacy matters.
• Coordinate across teams: other lawyers, clients, opposing counsel, experts, and court/government staff.
• Keep the practice moving: calendar management, deadline tracking, travel, meeting logistics, and expense reports.
• Support hearing preparation: assemble records, manage exhibits, summarize materials, and maintain hearing binders.
• Maintain matter organization: document management, version control, and precedent libraries.
• Assist with billing support and time entry as needed.

QUALIFICATIONS / WHAT YOU BRING

• Relevant post‑secondary education (such as Administrative Assistant or Legal Administrative Assistant Diploma) coupled with a minimum of two years of experience in civil litigation.
• Ability to multi‑task in a fast‑paced environment.
• Knowledge of Microsoft Office Suite, strong formatting skills, and meticulous proofreading.
• Knowledge of litigation management programs is an asset.
• Ability to communicate effectively with other Firm members, with the aptitude to take care of clients’ needs in a professional and courteous manner.
• Capacity to work independently, as well as in a team environment.
• Strong written, oral and verbal communication skills.
• Strong organization and time management skills.

NICE TO HAVE

• Experience with administrative tribunals or privacy regulators.
• Bilingualism (French/English) would be an asset.

WHAT SUCCESS LOOKS LIKE

• In 30 days: you are filing confidently, know our templates, and have the team’s calendars under control.
• In 90 days: you anticipate needs, close loops without being asked, and your materials go out the door clean.
• Ongoing: lawyers, clients, and courts view you as a reliable point of contact who gets things done.

WHY JOIN US

• Complex, high‑profile files that build marketable skills.
• Supportive team that values ownership, clear communication, and high standards.
• Competitive compensation and benefits, professional development support, and flexibility where the work allows.
• A clear path to grow responsibility and scope.

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.