Legal Assistant, Patent Prosecution

Osler, Hoskin & Harcourt LLP is one of Canada’s leading business law firms. Advising many of Canada’s corporate leaders, as well as U.S. and international parties with extensive interest in Canada, our more than 1,000 firm members are based in offices in Toronto, Montreal, Ottawa, Vancouver, Calgary and New York.

Osler prides itself on attracting and maintaining some of the brightest talent in the legal arena. Our lawyers, students, management and staff have created a unique firm culture which nurtures mentoring and the exchange of ideas. Osler is a dynamic and exiting place to further your career or carve out a new path.

We are currently recruiting for a Patent Prosecution Legal Assistant to join our Patent Prosecution Group in our Ottawa office. The successful incumbent will provide administrative support to a group of Patent Agents in addition to working with a team of Patent prosecution team members. The successful candidate must demonstrate initiative, high attention to detail, and ability to work both independently and collaboratively in a fast-paced environment. The position requires very strong communication skills, both written and verbal, in addition to strong client service skills, and organization.

This job is for an existing vacancy.

Major Responsibilities

• Creates and manages files in document management system.
• Provides support to Legal Practitioners by assisting with administrative tasks including deadline tracking, reminders, actioning and responding to critical patent prosecution deadlines.
• Prepares draft client correspondence, including formatting, finalizing correspondence and other materials.
• Effectively utilizes knowledge of Canadian patent prosecution to manage client matters with the direction and final approval of Legal Practitioners.
• Significant requirement to perform work with Word, including conversion of PDF to Word documents, formatting conversions, use of blacklines/comparisons of documents, and proofreading work and ensuring all amendments have been made.
• Revises and finalizes final submissions as approved by Legal Practitioners, including filing submissions using the Canadian Intellectual Property Office online filing system.
• Corresponds with clients, triages incoming correspondence for Legal Practitioners, actions and follows up to ensure client service standards are met.
• Handles confidential materials and documents.
• Books travel for conferences, CPD training and processing expense claims.
• Performs other duties as required.

Position Requirements

Education and Experience

The successful candidate may have a Community College Certificate in a Legal Secretarial Assistant program or equivalent, strong technical skills (MS Office suite), be a team player, have a positive attitude and professional image, and possess a minimum of three to five years of experience in the Intellectual Property industry. An equivalent combination of education, training and experience is acceptable.

Knowledge and Skills

• Experience supporting a Legal Professional’s practice and maintaining a high level of discretion and confidentiality at all times.
• Excellent attention to detail, with strong written and verbal communication.
• Strong technical skills (MS Office Suite).
• Organizational and time management skills required to effectively multi-task.
• Highly responsive and able to successfully manage changing priorities.
• Commitment to teamwork along with the ability to take initiative and work independently
• Takes full responsibility for assigned tasks.
• Knowledge of legal procedures.
• Extensive drafting and proofreading skills.

Compensation

The range of expected compensation for this position is $56,000 to $58,000 annually. Compensation offered will be based on a variety of factors including job-related knowledge, education, skills and experience.

We are currently working in a hybrid work arrangement, which includes a requirement to work in the Ottawa office and flexibility to work remotely up to 2 days per week.

Accessibility and Accommodation

We thank all applicants for their interest in Osler; however, only chosen applicants will be contacted. Osler is committed to fostering a diverse and inclusive work environment, and we welcome and encourage applications from people with disabilities and people with diverse backgrounds, identities, and cultures. Accommodations are available upon request for candidates in all phases of the selection process.

Background and Reference Checks

Please note that any offer of employment will be conditional upon background and reference checks, including a criminal record check, credit check, and employment & educational verifications.

If you have the required background with the ability to provide exceptional customer service and wish to work in one of Canada's leading law firms, please reply in confidence with a cover letter and résumé by the closing date.

Please note that we use artificial intelligence to screen, assess or select applicants for the position.

No agencies or phone calls/emails please.

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