Legal Administrative Assistant - Trademark Prosecution

Overview

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 recruit and retain top talent who bring energy, insight, and a singular focus on delivering exceptional experiences for our clients and each other. We are 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.

• 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.

• 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.

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…