Legal Administrative Assistant - Trademark

Gowling WLG; Toronto; On-site; CAD 68,000 - 79,000; Full time

Benefits offered by this job

Health coverage

Dental coverage

Mental health support

Hybrid work

Parental leave top-up

Retirement plan

Disability insurance

Employee assistance

Recognition awards

Referral bonuses

Job summary

Gowling WLG in Toronto seeks a Legal Administrative Assistant for its Intellectual Property team. You will support a Canadian trademark-focused practice, manage filings, dockets, billing, and client communications.

The role requires a Legal Assistant or Law Clerk qualification, 5+ years of TM experience, and strong organization. Hybrid flexibility and extensive benefits accompany the position.

Qualifications

• Graduate of a recognized Legal Assistant or Law Clerk program.
• 5+ years as a Legal Administrative Assistant with Canadian trademark experience.
• Ability to research the history of a trademark and navigate trademark databases.
• Experience preparing and filing prosecution documents, incl. responses and shell letters.
• Knowledge of trademark classifications.
• Excellent written and verbal communication, proofreading, and detail orientation.
• Ability to communicate professionally with clients, external contacts and team.
• Ability to work under pressure, prioritize, multi-task and adapt to changing priorities.
• Highly organized with ability to work independently and manage docketing/billing.

Responsibilities

• Preparing, amending, and filing Canadian trademark applications and related reports.
• Preparing and filing correspondence with CIPO, ensuring accuracy and procedures.
• Monitoring deadlines, reminders, action items, and client communication.
• Preparing dockets and accounts for approval and assisting billing tasks.
• Drafting routine correspondence and maintaining client contact in the database.
• Prioritizing incoming work and managing ongoing tasks with minimal oversight.
• Implementing and maintaining practice management systems and processes.
• Opening, closing, and organizing files per firm procedures.
• Maintaining accurate trademark records and database entries.
• Liaising with clients, agents, and internal team members for efficient workflow.
• Working with internal docketing systems and staying current with TM Office practices.
• Other duties as required.

Skills

Legal Administrative Assistant

Trademark knowledge

Attention to detail

Communication skills

Multitasking

Independent work

Microsoft 365

Aderant

Education

Legal Assistant program

Tools

Aderant

Microsoft 365

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.

PROFILE

We are currently seeking a Legal Administrative Assistant to join our dynamic Intellectual Property team. As an integral member of the LAA team, the successful candidate will provide dedicated support to a Canadian Trademark-focused practice within our Intellectual Property Department.

RESPONSIBILITIES

• Preparing, amending, and attending to electronic filings and prosecution of Canadian trademark applications, including preparing related reports.
• Preparing and filing correspondence and related documents with the Canadian Intellectual Property Office (CIPO), ensuring accuracy and compliance with Canadian trademark procedures.
• Monitoring deadlines, sending reminders, tracking action items, and assisting with the preparation and filing of reports and correspondence to clients, foreign associates, and others as required.
• Preparing dockets and accounts for approval and assisting with billing-related administrative work.
• Preparing routine correspondence, drafting standard letters, handling administrative tasks, and maintaining client contact information in the firm’s database.
• Prioritizing incoming work, following through on assignments, and managing ongoing tasks with minimal oversight.
• Implementing and maintaining practice management systems and organizational processes on behalf of a busy professional.
• Opening, closing, and maintaining files, ensuring all documents is properly organized and filed in accordance with firm procedures.
• Maintaining accurate trademark records, database entries, and documentation throughout the lifecycle of trademark matters.
• Liaising professionally with clients, agents, and internal team members to support efficient workflow and timely communication.
• Working directly with and into internal client based docketing or other systems.
• Keeping abreast of Trademark Office practices and procedures and aligning workflows accordingly.
• Other duties as required.

QUALIFICATIONS

• Must be a graduate of a recognized Legal Assistant or Law Clerk program.
• 5+ years of experience as a Legal Administrative Assistant with strong knowledge of Canadian Trademark prosecution.
• Ability to research the history of a trademark and navigate trademark databases.
• Experience preparing and filing prosecution documents, including drafting responses and shell letters for Office Actions.
• Knowledge of trademark classifications.
• Excellent written and verbal communication, strong proofreading skills, and meticulous attention to detail.
• Ability to communicate professionally and efficiently with clients, external contacts, and internal team members.
• Ability to perform under pressure, prioritize tasks effectively, multi-task, and adapt to changing priorities.
• Highly organized with the ability to work independently and with minimal oversight.
• Ability to manage a high volume of docketing and billing accurately and on time.
• Proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint) and Aderant; ability to work both independently and as part of a team with minimal supervision.

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 $68,000 to $79,000. 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.