Bilingual Legal Assistant

What We Do

Smart & Biggar is Canada's largest firm specializing exclusively in intellectual property (IP) and technology law, with offices in Ottawa, Toronto, Montreal, Vancouver, Calgary, and the Waterloo Region. With over 125 years of experience, we are recognized as Canada’s leader in IP and technology law, serving an exceptional international clientele. We are committed to hiring diverse individuals who represent the best talent in the field.

We are part of the IPH Group. IPH is the Asia Pacific’s leading intellectual property services group, comprising a network of member firms working in eight IP jurisdictions and servicing more than 25 countries. The group includes leading IP firms AJ Park, Griffith Hack, Pizzeys, ROBIC, Spruson & Ferguson and Smart & Biggar. IPH employs across Australia, China, Hong Kong SAR, Indonesia, Malaysia, New Zealand, Singapore, Thailand, and Canada.

We are passionate about what we do and what we can achieve. The IPH Group is committed to promoting and maintaining a workplace culture of shared respect across companies to enable us all to feel valued and be the best we can be.

The Opportunity

We are currently looking for bilingual Legal Assistants to join our national Patent and/or Trademark teams. In this role, you will be part of our administrative team, providing essential operational support to our agents and lawyers.

Responsibilities

Patents

• Prepare and file patent correspondence and related documents with the Canadian Intellectual Property Office (CIPO)
• Analyze documents received from the patent offices and write associated client reports
• Track and ensure compliance with statutory and internal deadlines
• Perform general administrative duties including creation of outgoing correspondence, time entry, preparation of invoices/billings and record management (in a paperless environment)
• Prepare correspondence to clients, foreign associates, CIPO, and other parties as required
• Other duties may be assigned or amended as required

Trademarks

• Prepare and file trademark correspondence and related documents with the Canadian Intellectual Property Office (CIPO)
• Prepare opposition and S.45 related form letters and arrange for documents to be sent to CIPO and adverse party at the direction of professionals
• Track and ensure compliance with statutory and internal deadlines
• Perform general administrative duties including creation of outgoing correspondence, time entry, preparation of invoices/billings and record management (in a paperless environment)
• Prepare correspondence to clients, foreign associates, CIPO, and other parties as required
• Other duties may be assigned or amended as required

Qualifications, Competencies and Experience

• Legal or General Administrative Assistant Diploma
• 3-5 years’ experience as an assistant in a legal or professional services environment
• 2+ years experience in intellectual property
• Proficiency in French and English
• Excellent interpersonal and communication skills including the ability to deal directly with clients and all levels of staff
• Excellent attention to detail, highly organized and proactive
• Highly proficient in MS Office and ability to learn new software and technology quickly

Benefits

• A competitive compensation structure based on transparency, clarity and fairness
• A flexible benefits program
• Personal days to help balance personal and professional commitments