Legal Administrative Assistant - Patents

Toronto, ON
$75,000-90,000 per year
Permanent
Full-time

2 days ago

ABOUT GOWLING WLGAt 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.PROFILEWe are currently recruiting for a senior level Legal Administrative Assistant to join our fast-paced team. As an integral member of the Legal Administrative Assistant team, the incumbent will provide support to professionals within our Patents group.RESPONSIBILITIESResponsibilities may include and are not limited to the following:

Review and approve patent applications for filing with CIPO, USPTO, and foreign jurisdictions, ensuring compliance with applicable jurisdictional requirements
Prepare and review formal filing documents for Canada, the U.S., and foreign jurisdictions, including Assignments, Petitions, Powers of Attorney, Declarations, and related materials
Prepare and file procedural documents such as assignments, name changes, mergers
Coordinate PCT filings and foreign national phase entries
Assist with U.S. patent prosecution matters, including preparation of Information Disclosure Statements (IDS), review and reporting of USPTO correspondence and publications, and support with Office Action reporting and related filings
Assist with post-filing and prosecution support, including draft Office Action responses, claim amendments, examination requests, continuations, Requests for Continued Examination (RCEs), and payment of final fees
Screen and review incoming post-filing correspondence for Canadian, U.S., and foreign applications and route appropriately
Prepare reporting letters to clients and manage workflow to meet filing and post-filing deadlines
Handle inquiries from clients and internal contacts and independently prepare routine correspondence
Monitor diaries and deadlines, initiate follow-ups as required, and ensure timely completion of work
Follow up with clients and foreign associates to obtain timely instructions and ensure all deadlines are met
Other duties as required

QUALIFICATIONS

Legal Administrative Assistant Diploma from a recognized college preferred
5+ years experience as a Legal Administrative Assistant or a Law Clerk specializing in Patents
Strong knowledge of Canadian, U.S., and other foreign patent practices (including EP, PCT, and others)
Familiarity with patent office procedures (USPTO, CIPO, WIPO, EPO, etc.)
Ability to manage multiple matters across jurisdictions
Strong deadline management skills, with experience monitoring workflow, deadlines, and competing priorities
Highly organized, with the ability to manage and prioritize a high volume of work under tight timelines and shifting priorities
Strong attention to detail with exceptional grammar, proofreading, and written communication skills
Ability to communicate clearly, effectively, and professionally with team members, firm colleagues, clients, foreign associates, CIPO and other intellectual property offices
Excellent client service skills, with the ability to interact professionally and efficiently with internal and external clients
Ability to take ownership of tasks, work independently, and collaborate effectively in a team environment supporting multiple professionals
Ability to take instructions, prioritize incoming work, and follow through on assignments
Experience working with Intellectual Property practice management databases
Proficiency with Microsoft 365; experience with Aderant and iManage (or similar document management systems) considered an asset

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 $75,000 to $90,000. 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.

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