Legal Administrative Assistant - Trademark

Job summary

The Legal Administrative Assistant will support the Canadian Trademark practice by preparing and filing documents with the Canadian Intellectual Property Office. They are also responsible for managing dockets, maintaining trademark records, and ensuring accurate billing and client communication.

Job details

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 We are currently seeking a Legal Administrative Assistant to join our dynamic Intellectual Property team. As an integral member of the LAA team, the successful candidate will provide dedicated support to a Canadian Trademark‑focused practice within our Intellectual Property Department. RESPONSIBILITIES Responsibilities may include, but are not limited to: * Preparing, amending, and attending to electronic filings and prosecution of Canadian trademark applications, including preparing related reports. * Preparing and filing correspondence and related documents with the Canadian Intellectual Property Office (CIPO), ensuring accuracy and compliance with Canadian trademark procedures. * Monitoring deadlines, sending reminders, tracking action items, and assisting with the preparation and filing of reports and correspondence to clients, foreign associates, and others as required. * Preparing dockets and accounts for approval and assisting with billing-related administrative work. * Preparing routine correspondence, drafting standard letters, handling administrative tasks, and maintaining client contact information in the firm’s database. * Prioritizing incoming work, following through on assignments, and managing ongoing tasks with minimal oversight. * Implementing and maintaining practice management systems and organizational processes on behalf of a busy professional. * Opening, closing, and maintaining files, ensuring all documents are properly organized and filed in accordance with firm procedures. * Maintaining accurate trademark records, database entries, and documentation throughout the lifecycle of trademark matters. * Liaising professionally with clients, agents, and internal team members to support efficient workflow and timely communication. * Working directly with and into internal client based docketing or other systems. * Keeping abreast of Trademark Office practices and procedures and aligning workflows accordingly. * Other duties as required. QUALIFICATIONS * Must be a graduate of a recognized Legal Assistant or Law Clerk program. * 5+ years of experience as a Legal Administrative Assistant with strong knowledge of Canadian Trademark prosecution. * Ability to research the history of a trademark and navigate trademark databases. * Experience preparing and filing prosecution documents, including drafting responses and shell letters for Office Actions. * Knowledge of trademark classifications. * Excellent written and verbal communication, strong proofreading skills, and meticulous attention to detail. * Ability to communicate professionally and efficiently with clients, external contacts, and internal team members. * Ability to perform under pressure, prioritize tasks effectively, multi‑task, and adapt to changing priorities. * Highly organized with the ability to work independently and with minimal oversight. * Ability to manage a high volume of docketing and billing accurately and on time. * Proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint) and Aderant; ability to work both independently and as part of a team with minimal supervision. BENEFITS/PERKS Gowling 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 $68,000 to $79,000. 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.

What you’ll do

The Legal Administrative Assistant will support the Canadian Trademark practice by preparing and filing documents with the Canadian Intellectual Property Office. They are also responsible for managing dockets, maintaining trademark records, and ensuring accurate billing and client communication.

Requirements

Candidates must be graduates of a recognized Legal Assistant or Law Clerk program with at least 5 years of experience in Canadian Trademark prosecution. Proficiency in Microsoft 365, Aderant, and the ability to navigate trademark databases are essential.

Benefits

• Health coverage • Dental coverage • Mental health coverage • Lifestyle spending allowance • Vacation days • Hybrid work flexibility • Parental leave top-up • Group retirement savings plan • Short-term disability insurance • Long-term disability insurance • Life insurance • Accident insurance • Critical illness insurance • Employee and family assistance program • Referral bonuses

Listed skills

• Time management · Preferred
• Microsoft 365 · Preferred
• Attention to detail · Preferred
• Billing · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Trademark prosecution
• Legal administration
• Electronic filing
• CIPO procedures
• Docketing
• Billing
• Microsoft 365
• Aderant
• Proofreading
• Client communication
• File management
• Trademark databases
• Time management
• Attention to detail
• Research
• Office actions
• Communication
• Operations
• Workflow Management
• Microsoft PowerPoint
• Microsoft Excel
• Detail Oriented
• Microsoft Outlook
• Administrative Functions
• Verbal Communication Skills
• Mental Health
• International Laws
• Intellectual Property
• Loyalty Programs
• Filing
• Workplace Inclusivity
• Critical Illness Insurance
• Applicant Tracking Systems
• Mental Health First Aid
• Private Networks
• Trademarks
• Organizational Processes
• Practice Management
• Cognitive Behavioral Therapy
• Aderant (Software)
• Trademark Prosecution

Job areas

• Legal
• Administrative
• Legal Administrative Assistant
• Paralegal / Legal Assistant
• Legal and Related Associate Professionals
• Paralegals and Legal Assistants