Legal Administrative Assistant - Trademarks & Intellectual Property

McMillan; Toronto; On-site; CAD 50,000 - 70,000; Full time

Job summary

A leading firm is seeking a Legal Assistant for their busy trademark practice in Toronto. This role involves providing administrative support, preparing trademark applications, communicating with clients, and managing deadlines. The ideal candidate has a Legal Assistant Diploma and substantial experience in Intellectual Property.

Qualifications

• At least five years of experience in Intellectual Property and Trademarks is required.
• Flexibility to work occasional overtime is expected.
• Strong oral and written communication skills are essential.

Responsibilities

• Providing legal administrative support within a busy trademark practice.
• Preparing and filing draft trademark applications and responses.
• Managing calendars and scheduling meetings for lawyers.

Skills

Administrative skills

Organizational skills

Interpersonal skills

Communication skills

Education

Legal Assistant Diploma

Tools

Patricia Trademark database

Desksite

IntApp

3E or similar software

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

You will be the go-to person for your team, providing guidance and support to keep them organized. Your role involves a variety of administrative tasks, including:

• Providing legal administrative support within a busy trademark practice
• Preparing draft trademark applications and responses to Examiner’s Reports, and filing with CIPO
• Drafting correspondence and other documents
• Liaising with CIPO regarding filing particulars, approvals, and advertisements
• Communicating with clients about due dates and filing response reminders
• Providing daily status updates for deadline management
• Preparing summary reports for clients on trademark status
• Preparing and filing standard documents, following up with clients (e.g., assignments, declarations)
• Communicating with clients, foreign associates, and CIPO with minimal guidance
• Generating and preparing monthly bills
• Processing foreign agent invoices and sending reminders for outstanding accounts
• Processing online payments for official filing fees on the CIPO website
• Managing calendars, scheduling meetings and conference calls, and assisting lawyers in preparations

Qualifications and Skills:

• Legal Assistant Diploma and at least five years of experience in Intellectual Property and Trademarks
• Strong administrative, organizational, interpersonal, and communication skills (both oral and written)
• Flexibility to work occasional overtime
• Proficiency in Microsoft Word, Excel, PowerPoint
• Experience with Patricia or other Trademark databases, Desksite, IntApp, and 3E or similar software

Our Commitment:

We value diversity, equity, and inclusion, fostering an environment where everyone feels empowered to bring their whole selves to work. Our firm is dedicated to supporting communities and creating a positive, collegial work environment that nurtures professional growth and excellence.

If you are interested and reside in or near Toronto, we look forward to your application. Please include a cover letter with your resume when applying. McMillan is committed to providing accommodations for applicants with disabilities throughout the recruitment process.