Legal Administrative Assistant - Trademark

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

Working within our Intellectual Property (Trademarks) group, the successful candidate will perform full legal administrative work of a responsible and confidential nature for one or more professionals.

This position can be based out of any of our Canadian office but will primarily support TM professionals based in the Ottawa office.

RESPONSIBILITIES

• Organize and expedite the flow of work through the professional's practice, initiating any follow-up action as appropriate.
• Accurately prepare legal documents and correspondence with minimal direction.
• Review CIPO correspondence, registrations, approvals and advertisements to ensure 100% accuracy.
• Transcribe and type legal documents and correspondence.
• Liaise between the legal professionals and various internal and external individuals, groups and clients at all levels.
• Preparing, amending and attending to electronic filings and prosecution of Canadian trademark applications and related reports.
• Monitoring deadlines, sending reminders and assisting with the preparation and filing of reports to clients and responses to deadlines.
• Preparing routine correspondence, administrative tasks, and maintaining client contact information in database.
• Prioritizing incoming work, following through on assignments and managing ongoing tasks.
• Implementing and maintaining practice management systems on behalf of busy processionals.
• Opening and closing files.
• Ordering appropriate conflict searches.
• Work proactively in the day-to-day support of the professional's Intellectual Property practice.
• Work effectively as part of an Intellectual Property team.
• Use initiative and good judgment to relieve the professional of administrative detail.
• Understand the nuances of serving a vast array of clients from across different industries, legal cultures, countries and time zones.
• Be able to handle the pace of a mature trademark practice.

QUALIFICATIONS

• Administrative Assistant or Legal Administrative Assistant Diploma with a minimum of 5 years experience in Intellectual Property with a focus on Trademarks.
• Strong knowledge of Microsoft Office Suite.
• Very strong attention to detail on all email correspondence (client references, changing client teams, differing preferences for Re lines, etc.)
• Good keyboard and dicta-typing skills are required.
• Ability to work in a team environment with a professional demeanour.
• Strong written, oral and verbal communication skills.
• Thorough, conscientious and strong proofreading skills.
• Ability to multi-task within a fast-paced environment.
• Ability to independently learn and use electronic tools, systems and applications.

BENEFITS/PERKSGowling 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 $55,000 to $72,000. 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.