Intellectual Property Legal Assistant

Job Details
Description
We are currently seeking an experienced Intellectual Property Legal Assistant to join our Downtown office. As an important member of our team, the Intellectual Property Assistant will play a key role in supporting our lawyers and ensuring the seamless operation of their practice. The ideal candidate will possess a minimum of three years of experience in a similar role, demonstrating proficiency in legal administration.

What you will be doing?

Draft, prepare, format, and revise correspondence and online submissions to the Canadian Intellectual Property Office (CIPO) relating to trademark applications, trademark prosecution (domestic and foreign), classifications, renewals, oppositions, Section 45 proceedings, copyright, and industrial design matters.
Conduct trademark and internet searches using Canadian and international databases, and assist with the preparation and formatting of search reports.
Prepare, revise, and proofread legal correspondence, court documents, licenses, and other Intellectual Property-related documentation to ensure accuracy and compliance with applicable filing requirements.
Coordinate and file court documents electronically, communicate with court offices regarding scheduling and procedural matters, and assist with litigation-related administrative tasks as required.
Manage the administrative lifecycle of legal files, including file opening and closing, maintaining electronic and physical filing systems, scheduling meetings, coordinating calendars, and organizing client appointments.
Maintain the firm’s Intellectual Property docketing system by entering deadlines, monitoring critical dates, generating docket reports, and preparing client reminder correspondence to ensure timely filings.
Record time entries (dockets), assist with billing processes, prepare prebills and invoices, generate Work in Progress (WIP) and Accounts Receivable (A/R) reports, and process expense reports and cheque requisitions in accordance with firm policies.
Act as a liaison between lawyers, clients, the Canadian Intellectual Property Office (CIPO), court staff, foreign associates, and other external parties to facilitate effective communication and file progression.
Prepare presentations, maintain client and contact databases, and provide general administrative support to ensure the efficient operation of the Intellectual Property practice.
Maintain confidentiality and exercise discretion when handling sensitive client information and legal documentation.

Qualifications:

Post-secondary education in Legal Administration, Law Clerk, or an equivalent combination of education and experience.
Minimum 3-5 years of experience as a Legal Assistant supporting Intellectual Property or Trademark practice within a law firm.
Strong organizational skills and attention to detail.
Effective written and verbal communication skills.
Ability to manage multiple priorities and deadlines.
Ability to work independently and as part of a team.
Professionalism, discretion, and the ability to maintain confidentiality.
Proficiency in Microsoft Office applications (Word, Outlook, Excel); experience with legal accounting software such as Aderant is considered an asset.