Trademark Legal Admin Assistant — Hybrid Work & Benefits

Gowling WLG; Hamilton; Hybrid; CAD 61,000 - 75,000; Full time

Benefits offered by this job

Health coverage and dental

Hybrid work

Parental leave top-up

Retirement savings plan

Disability & life insurance

Employee Assistance

Wellness program

Job summary

Gowling WLG in Hamilton, Ontario is seeking a Legal Administrative Assistant to support our Intellectual Property team specializing in trademarks. You will manage filings, client communications, and billing tasks in a fast-paced firm.

The role requires 5+ years as a Legal Administrative Assistant, completion of a recognized Legal Secretarial or Law Clerk program, and strong proficiency with Microsoft 365, Aderant, and document management systems. Hybrid work options available.

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.

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.

Skills

IP/Trademarks experience

Communication skills

Microsoft 365

Outlook

Excel

Aderant

iManage familiarity

Education

Legal Secretarial or Law Clerk program

Tools

Inprotech

CIPO/WIPO online systems

iManage or similar DM system

Job description

Gowling WLG in Hamilton, Ontario is seeking a Legal Administrative Assistant to support our Intellectual Property team specializing in trademarks. You will manage filings, client communications, and billing tasks in a fast-paced firm.

The role requires 5+ years as a Legal Administrative Assistant, completion of a recognized Legal Secretarial or Law Clerk program, and strong proficiency with Microsoft 365, Aderant, and document management systems. Hybrid work options available.