Legal Administrative Assistant -Intellectual Property

Job summary

The Legal Administrative Assistant will manage the flow of work for IP litigation professionals, including file organization, e-billing, and document preparation. They will also act as a liaison between internal and external stakeholders while providing proactive administrative support.

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 Gowling WLG is seeking a Legal Administrative Assistant for our IP Department to work within a team environment practicing IP Litigation. Based in the Montreal 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. * Monitor opening, closing and organization of the files. * Assist the professionals with e-billing. * Conduct all other administrative tasks (scheduling meetings, expense reports, time entries, related tasks for administrative support). * Proficiency operating in an electronic and paperless environment. * Accurately prepare legal documents and correspondence with minimal direction (ex. KYC and engagement letters). * 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. * 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 five years’ experience in Intellectual Property. Experience in patent and/or Trademark prosecution files is an 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. 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 * 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 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. 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 manage the flow of work for IP litigation professionals, including file organization, e-billing, and document preparation. They will also act as a liaison between internal and external stakeholders while providing proactive administrative support.

Requirements

Candidates must hold an Administrative or Legal Administrative Assistant diploma and possess at least five years of experience in Intellectual Property. Proficiency in Microsoft Office and experience with e-billing systems are required.

Benefits

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

Listed skills

• document preparation · Preferred
• Multi-Tasking · Preferred
• Communication Skills · Preferred
• scheduling · Preferred
• Microsoft Office Suite · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Intellectual property
• Legal administration
• Patent prosecution
• Trademark prosecution
• E-billing
• Microsoft Office Suite
• Document preparation
• Time entry
• Expense reporting
• Scheduling
• Proofreading
• Communication skills
• Organizational skills
• Multi-tasking
• Electronic file management
• Administrative Support
• Workplace Inclusivity
• Know Your Customer
• Expense Reports
• Conscientiousness
• Trademark Prosecution
• Administrative Functions
• Microsoft Excel
• Private Networks
• Applicant Tracking Systems
• Mental Health
• Billing
• Lawsuits
• Cognitive Behavioral Therapy
• Critical Illness Insurance
• Loyalty Programs
• Intellectual Property
• International Laws
• Mental Health First Aid
• Microsoft Office
• Multitasking
• Operations
• Patents
• Microsoft PowerPoint
• Typing
• Verbal Communication Skills
• Teamwork

Job areas

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