Intellectual Property Docketing Assistant

Job summary

Review and process correspondence from clients, foreign associates, and patent and trademark offices, identifying key information and deadlines. Maintain IP databases and electronic records, prepare client and docketing reports, coordinate deadlines with legal teams, and provide general administrative support.

Job details

Oyen Wiggs www.patentable.com Published October 16, 2026 Location 480 - 601 West Cordova Street, Vancouver, Canada Category Intellectual Property Job Type Full-time Minimum 48000.00 Maximum 52000.00 Description Who we are: Oyen Wiggs is a leading intellectual property law firm located in downtown Vancouver. We provide a broad range of IP services with a particular focus on the preparation and filing of patent and trademark applications. Our lawyers and agents have a variety of technical background that provides insight to helping clients define and protect their innovations. Through our wide reaching network of foreign associates, we are able to advance our clients’ interests around the world. We are an innovative and passionate firm that has been raising the bar in intellectual property law for the past 49 years. At Oyen Wiggs, our staff are an integral part of our professional team, we encourage a collegial atmosphere where they are empowered to build their careers and make a positive contribution to our work environment. We are always on the lookout for talented individuals who are dedicated to delivering the highest quality of work and share our values and commitment to providing excellent client service. Join Us We currently have an exciting opportunity for a full-time, contract IP Docketing Assistant to join our IP Docketing Department to provide maternity leave coverage. In this role, you will provide administrative support to our legal teams across the firm while working in a collaborative and supportive team environment. Our firm is committed to fostering both personal and professional growth, and this position offers an excellent opportunity to further develop your administrative skills, gain valuable experience in intellectual property law, and contribute to the success of our team. The Primary Job Responsibilities Are Review and process daily correspondence from clients, foreign associates, and patent and trademark offices, identifying important information and deadlines. Accurately update and maintain patent and trademark databases, including application details and critical deadlines. Organize and maintain electronic documents and records in the firm's document management system (Worldox). Create and maintain records and electronic files for new patent and trademark applications. Prepare and distribute client data reports and docketing information to legal teams. Liaise with legal administrative assistants, paralegals, and lawyers to coordinate bring-forward dates and ensure deadlines are accurately recorded. Maintain a high level of accuracy and attention to detail when processing docketing information. Provide general administrative support to the IP Docketing Department and perform other related duties as required. The ideal candidate will demonstrate strong attention to detail and a commitment to producing high-quality, accurate work. They will possess excellent organizational and time management skills, with the ability to manage competing priorities, meet multiple deadlines, and perform effectively in a fast-paced environment. We are seeking an individual with strong interpersonal and communication skills who can work both independently and collaboratively as part of a team. A commitment to delivering excellent client service, building positive working relationships with colleagues, and maintaining a proactive, flexible, and positive attitude will be key to success in this role. Qualifications For This Position Include The Following 1–2 years of experience in a law firm environment preferred but not required. Previous experience in intellectual property would be considered an asset. Strong computer skills, including proficiency in Microsoft Word, Excel, Outlook, and the ability to learn new software and internal database systems. Excellent organizational and time management skills, with the ability to manage competing priorities and a high volume of work. Strong interpersonal and communication skills, with the ability to build positive working relationships and collaborate effectively with lawyers, legal administrative assistants, and other team members. A commitment to providing excellent client service and supporting the needs of the firm's legal teams. A proactive, self-motivated approach to work, with a willingness to learn and take initiative. Strong attention to detail, with the ability to follow instructions, established procedures, and meet strict deadlines. Sound judgment, professionalism, and discretion when handling confidential information, with the flexibility to adapt to changing priorities and requirements. Our benefits package, together with opportunities for personal and professional growth include: Firm paid extended health, dental, vision care, life insurance & A.D & D. benefits Disability Insurance Ten days of paid sick and personal time Vacation Leave starts at 3 weeks Employee Assistance Program Education/tuition allowance Health & Wellness Allowance RRSP Matching program Work From Home Allowance Cell/mobile phone subsidy Firm Social events If you are interested in this opportunity, please send your resume and cover letter in confidence to: lchan@patentable.com. Visit us at www.patentable.com. We thank all candidates for their interest; however, only those short-listed will be contacted. All resumes are retained and treated in confidence. No phone calls please.

What you’ll do

Review and process correspondence from clients, foreign associates, and patent and trademark offices, identifying key information and deadlines. Maintain IP databases and electronic records, prepare client and docketing reports, coordinate deadlines with legal teams, and provide general administrative support.

Requirements

One to two years of law firm experience is preferred but not required; intellectual property experience is an asset. Candidates should have strong computer, organizational, communication, and time-management skills, with accuracy, discretion, initiative, and the ability to manage competing priorities and strict deadlines.

Benefits

• Extended Health Insurance
• Dental Insurance
• Vision Care
• Life Insurance
• Accidental Death and Dismemberment Insurance
• Disability Insurance
• Paid Sick and Personal Leave
• Vacation Leave
• Employee Assistance Program
• Education and Tuition Allowance
• Health and Wellness Allowance
• RRSP Matching Program
• Work-from-Home Allowance
• Mobile Phone Subsidy
• Firm Social Events

Listed skills

• Time management · Preferred
• Customer service · Preferred
• Teamwork · Preferred
• Organization · Preferred
• adaptability · Preferred
• Administrative Support · Preferred
• interpersonal skills · Preferred
• Attention to detail · Preferred
• Microsoft Excel · Preferred
• Communication · Preferred
• Microsoft Word · Preferred
• Microsoft Outlook · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Attention To Detail
• Organization
• Time Management
• Docketing
• Deadline Management
• Document Management
• Microsoft Word
• Microsoft Excel
• Microsoft Outlook
• Communication
• Interpersonal Skills
• Client Service
• Teamwork
• Confidentiality
• Adaptability
• Administrative Support

Job areas

• Legal
• Administrative

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