Trademark Records Assistant (10268)

Cartel Agency Inc.; Toronto; On-site; CAD 40,000 - 70,000; Full time

Job summary

An established industry player is seeking a detail-oriented Trademark Records Assistant to join a collaborative team. This role is vital for maintaining organized and accurate trademark records, ensuring timely filings, and supporting clients throughout the trademark process. You'll thrive in a welcoming environment that values work-life balance and fosters professional growth. If you are proactive, detail-oriented, and eager to contribute to a supportive team, this is the perfect opportunity for you to enhance your skills while making a meaningful impact.

Benefits

Excellent benefits

Inclusive culture

Work-life balance

Qualifications

• 2-5 years of trademark experience managing records and filings.
• Strong knowledge of trademark processes and legal software.

Responsibilities

• Manage trademark records, deadlines, filings, and renewals accurately.
• Communicate with clients and internal teams professionally.

Skills

Attention to detail

Communication skills

Collaboration

Problem-solving skills

Time management

Education

Legal Assistant Diploma/Certificate

Law Clerk Degree

Tools

IP docketing software

DMS software

MS Office (Word, Excel)

Job description

Trademark Records Assistant

We’re looking for a detail-driven Trademark Records Assistant to join a firm where people matter just as much as the work. In this role, you’ll help keep trademark records organized, accurate, and up to date, supporting a friendly, collaborative team that appreciates reliability and care. It’s a great opportunity to grow your skills in a well-structured environment where your contributions are valued, and your days feel balanced. The firm offers excellent benefits, a welcoming, inclusive culture, and a genuine commitment to work-life balance — a place where people feel good about where they work and who they work with. Apply now!

Key Responsibilities

1. Manage and maintain trademark records, deadlines, filings, renewals, and portfolio updates with accuracy and attention to detail.
2. Prepare, file, and report on Recordals, Declarations, Assignments, Advertisements, and related trademark documentation.
3. Open and manage new files, monitor due dates, handle billing, and support the full trademark process from application to registration.
4. Communicate with clients, CIPO, and internal teams, providing updates, cost estimates, and responding to inquiries in a timely, professional manner.
5. Collaborate within a team-oriented, inclusive environment, participating in meetings, workflow discussions, and contributing to process improvements.

Qualifications

1. Two to five years relevant trademark working experience.
2. Experience with reporting Recordals, Declarations, Assignments, Advertisements, and Reminders, Cost Estimates, Corporate Searches.
3. Experience with the trademark process including opening new files, application preparation, filing, prosecution, registration, renewal, and management of trademark portfolio.
4. Experience billing, monitoring due dates, file management, responding to clients and/or following up with CIPO.
5. Proven team skills, including communication, collaboration, and cooperation with peers and professionals.
6. Legal Assistant Diploma/Certificate or Law Clerk Degree.
7. Familiarity with IP docketing and DMS software.
8. Proven experience working in trademark, remote and electronic environments.
9. Strong working knowledge of legal software and standard MS Office software (Word, Excel).
10. Effective collaboration and cooperation skills, open to participating in team meetings and workflow discussions.
11. Proactive, problem-solving skills.
12. Solid time management skills.
13. Excellent attention to detail and work product presentation.

How to Apply: To apply, please forward your resume to Zaheeda at [e-mail].