Legal Administrative Assistant - Trademark

Gowling WLG; Ottawa; Hybrid; CAD 45,000 - 70,000; Full time

Job summary

An established industry player is seeking a dedicated Legal Administrative Assistant to join their Intellectual Property team. This role involves managing the flow of work, preparing legal documents, and liaising with clients and professionals. The ideal candidate will have a strong background in Intellectual Property, particularly Trademarks, and possess excellent organizational and communication skills. In this dynamic and supportive environment, you will contribute to a diverse team committed to delivering exceptional service while enjoying the benefits of a hybrid work model. If you thrive in a fast-paced setting and are eager to make a difference, this opportunity is perfect for you.

Qualifications

• Minimum of 3 years experience in Intellectual Property focusing on Trademarks.
• Strong attention to detail and communication skills required.

Responsibilities

• Organize and expedite workflow through the professional's practice.
• Prepare legal documents and correspondence with minimal direction.
• Monitor deadlines and assist with filing reports to clients.

Skills

Microsoft Office Suite

Attention to Detail

Keyboard Skills

Communication Skills

Proofreading Skills

Multi-tasking

Education

Administrative Assistant Diploma

Tools

Electronic Filing Systems

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

Working within our Intellectual Property (Trademarks) group, the successful candidate will perform full legal administrative work of a responsible and confidential nature for one or more professionals.

RESPONSIBILITIES

• Organize and expedite the flow of work through the professional's practice, initiating any follow-up action as appropriate.
• Accurately prepare legal documents and correspondence with minimal direction.
• Review CIPO correspondence, registrations, approvals and advertisements to ensure 100% accuracy.
• Transcribe and type legal documents and correspondence.
• Liaise between the legal professionals and various internal and external individuals, groups and clients at all levels.
• Preparing, amending and attending to electronic filings and prosecution of Canadian trademark applications and related reports.
• Monitoring deadlines, sending reminders and assisting with the preparation and filing of reports to clients and responses to deadlines.
• Preparing routine correspondence, administrative tasks, and maintaining client contact information in database.
• Prioritizing incoming work, following through on assignments and managing ongoing tasks.
• Implementing and maintaining practice management systems on behalf of busy processionals.
• Opening and closing files.
• Ordering appropriate conflict searches.
• Work proactively in the day-to-day support of the professional's Intellectual Property practice.
• Work effectively as part of an Intellectual Property team.
• Use initiative and good judgment to relieve the professional of administrative detail.
• Understand the nuances of serving a vast array of clients from across different industries, legal cultures, countries and time zones.
• Be able to handle the pace of a mature trademark practice.
  

QUALIFICATIONS

• Administrative Assistant or Legal Administrative Assistant Diploma with a minimum of 3 years experience in Intellectual Property with a focus on Trademarks.
• Strong knowledge of Microsoft Office Suite.
• Very strong attention to detail on all email correspondence (client references, changing client teams, differing preferences for Re lines, etc.)
• Good keyboard and dicta-typing skills are required.
• Ability to work in a team environment with a professional demeanour.
• Strong written, oral and verbal communication skills.
• Thorough, conscientious and strong proofreading skills.
• Ability to multi-task within a fast-paced environment.
• Ability to independently learn and use electronic tools, systems and applications.

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.