Legal Administrative Assistant - Trademark

Gowling WLG; Ottawa; On-site; CAD 61,000 - 75,000; Full time

Benefits offered by this job

Health coverage

Dental coverage

Mental health support

Hybrid work options

Job summary

Gowling WLG is seeking a Legal Administrative Assistant to support our Intellectual Property team focusing on Trademarks in Ottawa. The role involves filings with CIPO/WIPO, deadline tracking, and managing client communications with attention to detail.

We require a Legal Secretarial or Law Clerk diploma and at least 5 years’ IP/Trademarks admin experience. Strong MS 365 and billing proficiency are essential, with knowledge of Inprotech and DMS systems a plus. Hybrid work options available.

Qualifications

• Graduate of a recognized Legal Secretarial or Law Clerk program.
• 5+ years’ experience as a Legal Administrative Assistant in Intellectual Property/Trademarks.
• Working knowledge of Inprotech, CIPO’s and WIPO’s online systems would be an asset.
• Excellent oral and written communication skills, proofreading abilities and attention to detail.
• Ability to deal with pressure in a calm manner, as well as changing priorities whilst multi-tasking.
• Ability to excel in a deadline-driven environment and to communicate professionally with clients and internal contacts.
• Proficiency with Microsoft 365, Outlook, PowerPoint, Excel, Aderant; knowledge of iManage or similar DMS would be an asset.

Responsibilities

• Preparing, amending, and attending to electronic filings and prosecution of Canadian domestic and Madrid Designations in Canada; Madrid Protocol filings an asset.
• Preparing and filing correspondence and related documents with CIPO and WIPO.
• Monitoring deadlines, reminders, and assisting with reports and client communications.
• Preparing dockets and accounts; comfortable with numbers and billing procedures.
• Opening, closing and maintaining files; maintaining client contact information in the database.
• Implementing and maintaining practice management systems for busy professionals.

Skills

Legal secretarial skills

IP/Trademarks experience

MS 365 proficiency

Attention to detail

Education

Legal Secretarial or Law Clerk Diploma

Tools

Inprotech

CIPO/WIPO systems

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 seeking a Legal Administrative Assistant to join our dynamic Intellectual Property team. As an integral member of the Legal Administrative Assistant team, the incumbent will support professionals in our Intellectual Property Department whose practices focus on Trademarks.

RESPONSIBILITIES

• Preparing, amending, and attending to electronic filings and prosecution of Canadian domestic and Madrid Designations in Canada and related reports; experience filing Madrid Protocol applications would be an asset.
• Preparing and filing correspondence and related documents with the Canadian Intellectual Property Office (CIPO) and World Intellectual Property Office (WIPO).
• Monitoring deadlines, sending reminders and assisting with the preparation and filing of reports and correspondence to clients, foreign associates, and others as required, and assisting in preparation of responses to deadlines.
• Preparing dockets and accounts for approval. Must be comfortable with numbers and possess a strong working proficiency with all accounting and billing procedures.
• Preparing routine correspondence, handling administrative tasks, and maintaining client contact information in our database.
• Prioritizing incoming work, following through on assignments and managing ongoing tasks.
• Implementing and maintaining practice management systems on behalf of busy professionals.
• Opening, closing and maintaining files.
• Other duties as required.

QUALIFICATIONS

• Must be a graduate of a recognized Legal Secretarial or Law Clerk Program.
• 5+ years’ experience as a Legal Administrative Assistant with proficient experience and knowledge in Intellectual Property/Trademarks.
• Working knowledge of Inprotech, CIPO’s and WIPO’s online systems would be an asset.
• Excellent oral and written communication skills, proofreading abilities and attention to detail.
• Ability to deal with pressure in a calm manner, as well as changing priorities whilst multi-tasking.
• Open to receiving instructions and constructive feedback, as well as learning and employing new concepts and work styles.
• Ability to excel in a deadline-driven environment and to communicate in a professional, efficient manner with clients and external contacts as well as internally throughout the firm.
• Ability to work independently, as well in a team, with minimum supervision when required.
• Excellent proficiency with Microsoft 365, Outlook, PowerPoint, Excel, Aderant, and knowledge of iManage or a similar document management system would be an 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

The starting range for this role is $61,000 to $75,000. 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.