Legal Administrative Assistant - Intellectual Property

Gowling WLG; Vancouver; On-site; CAD 50,000 - 70,000; Full time

Job summary

An international law firm is seeking a full-time Intellectual Property Assistant for its Vancouver office. The successful candidate will manage patent-related tasks, including filing applications and coordinating with clients and patent offices. Ideal candidates have 3-5 years of experience in the field and possess strong communication skills and attention to detail. The role offers a hybrid work environment and a chance to contribute to a diverse and inclusive workplace.

Qualifications

• 3-5 years’ experience working as a Patent Assistant.
• Knowledge of Canadian and Foreign Patent processes.
• Ability to handle multiple tasks under tight deadlines.

Responsibilities

• Coordinate payment of patent maintenance fees.
• Review and enter correspondence from patent offices.
• Open and file PCT and Canadian applications.

Skills

Attention to detail

Communication skills

Microsoft Office Suite

Job description

ABOUT GOWLING WLG

At Gowling WLG, our dedication to excellence and quality service begins with our people. As a global law firm with offices across Canada, the U.K., Europe, the Middle East and Asia, we pride ourselves on sourcing and retaining top talent who bring energy, passion and commitment to the delivery of outstanding client service.

Employee satisfaction is important to us. We work hard to ensure that our people are motivated, engaged and empowered. We are guided by our firm’s Core Values - The Power of Teamwork, Always Striving to be Better, We all Bring Something Different - in all that we do.

Diversity, equity, and inclusion are an integral part of our firm’s core values. We are always striving to build a more equitable, engaging and rewarding workplace by attracting and retaining talented people from a diverse range of backgrounds, cultures and experiences. Our aim is to help everyone reach their full potential and achieve their personal and professional goals.

Our diverse group of legal professionals, law students, law clerks, paralegals, legal administrative assistants and business services team members work together, and are respected and valued for their individual contributions.

PROFILE

We are seeking a full-time Intellectual Property Assistant to join our busy Vancouver office in the Intellectual Property department.

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;
• Reviewing and taking action to resolve errors and discrepancies identified with 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;
• Reviews email correspondence, prints, saves and dockets as required;
• Matches correspondence with files and delivers to the appropriate legal professionals for action;
• Updates the Intellectual Property in-house database with all necessary notes and date input, based on correspondence;
• Delivers daily diaries to responsible professionals and ensures the documents are filed in the daily deadline;
• Assists in monitoring of deadlines and takes appropriate actions or steps as directed by the client and/or professionals;
• Assists other members of the team with overflow and backup coverage as required;
• Other duties as assigned.

QUALIFICATIONS

• 3-5 years’ experience working as a Patent Assistant;
• Canadian and Foreign Patent 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;
• Ability to communicate effectively with other Firm members, with the aptitude to take care of clients’ needs in a professional and courteous manner;
• Exceptional attention to detail with an ability to produce high quality work, occasionally under tight timelines;
• Ability to prioritize and redefine priorities as required;
• Previous experience within an IP department and familiarity with Canadian docketing practices is preferred but not a requirement.

Gowling WLG employees benefit from a hybrid work environment.

Not sure if you meet all the requirements? If you are excited about this opportunity but your experience does not align perfectly with every qualification in the job description, we encourage you to apply anyway. You may be just the right candidate for this or other roles.

Gowling WLG is dedicated to building a diverse and inclusive workplace. If you have a disability or special need that requires accommodation at any time during the recruitment process, please let us know.

While we appreciate all applications received, only those candidates selected for an interview will be contacted.