Legal Administrative Assistant - Intellectual Property

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

Gowling WLG is seeking a Legal Administrative Assistant for our IP Department to work within a team environment practicing IP Litigation and Patent Prosecution. Based in the Ottawa office, the successful candidate will perform full legal administrative work of a responsible and confidential nature for one or more professionals.

RESPONSIBILITIES

• Organize and expedite the flow of work through the professional's practice, initiating any follow-up action as appropriate
• Proficiency operating in an electronic and paperless environment.
• Accurately prepare legal documents and correspondence with minimal direction
• Transcribe and type legal documents and correspondence
• Liaise between the legal professionals and various internal and external individuals, groups and clients at all levels.
• Work proactively in the day-to-day support of the professional's practice.
• Prepare, format, proofread, and transcribe legal documents and correspondence.
• Process CIPO correspondence, assist with electronic filings, and support patent prosecution.
• Use initiative and good judgement to relieve the professionals of administrative detail.

QUALIFICATIONS

• Administrative Assistant or Legal Administrative Assistant Diploma coupled with a minimum of three years’ experience in Intellectual Property with a focus on patent prosecution. Experience in litigation is a strong asset.
• Experience with e-billing
• Strong knowledge of Microsoft Office Suite (Word, Excel and PowerPoint)
• Good keyboard and dicta‑typing skills are required
• Ability to work in a team environment with a professional demeanour
• Strong written and verbal communication skills
• Ability to multi‑task within a fast‑paced environment
• Strong organizational and administrative skills
• Thorough, conscientious and strong proofreading skills
• Ability to independently learn and use electronic tools, systems and applications.

Not sure if you meet all the requirements? If you are excited about this opportunity but your experience does not align perfectly with every qualification in the job description, we encourage you to apply anyway. You may be just the right candidate for this or other roles.

BENEFITS

• 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 $70,000. 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.