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About the Role

As an important member of our team, the Intellectual Property Assistant will play a key role in supporting our lawyers and ensuring the seamless operation of their practice. The ideal candidate will possess a minimum of three years of experience in a similar role, demonstrating proficiency in legal administration.

Responsibilities

• Draft, prepare, format, and revise correspondence and online submissions to the Canadian Intellectual Property Office (CIPO) relating to trademark applications, prosecution, classifications, renewals, oppositions, Section 45 proceedings, copyright, and industrial design matters.
• Conduct trademark and internet searches using Canadian and international databases, and assist with the preparation and formatting of search reports.
• Prepare, revise, and proofread legal correspondence, court documents, licenses, and other Intellectual Property-related documentation.
• Coordinate and file court documents electronically, communicate with court offices regarding scheduling and procedural matters, and assist with litigation-related administrative tasks.
• Manage the administrative lifecycle of legal files, including file opening and closing, maintaining electronic and physical filing systems, scheduling meetings, coordinating calendars, and organizing client appointments.
• Maintain the firm's Intellectual Property docketing system by entering deadlines, monitoring critical dates, generating docket reports, and preparing client reminder correspondence.
• Record time entries, assist with billing processes, prepare prebills and invoices, generate Work in Progress (WIP) and Accounts Receivable (A/R) reports, and process expense reports and cheque requisitions.
• Act as a liaison between lawyers, clients, the Canadian Intellectual Property Office (CIPO), court staff, foreign associates, and other external parties.
• Prepare presentations, maintain client and contact databases, and provide general administrative support.
• Maintain confidentiality and exercise discretion when handling sensitive client information and legal documentation.

Requirements

• Post-secondary education in Legal Administration, Law Clerk, or an equivalent combination of education and experience.
• Minimum 3-5 years of experience as a Legal Assistant supporting Intellectual Property or Trademark practice within a law firm.
• Strong organizational skills and attention to detail.
• Effective written and verbal communication skills.
• Ability to manage multiple priorities and deadlines.
• Ability to work independently and as part of a team.
• Professionalism, discretion, and the ability to maintain confidentiality.
• Proficiency in Microsoft Office applications (Word, Outlook, Excel).
• Experience with legal accounting software such as Aderant is considered an asset.

Skills

• Legal Administration
• Law Clerk
• Intellectual Property
• Trademark Prosecution
• Copyright
• Industrial Design
• Trademark Searches
• Internet Searches
• Legal Correspondence
• Court Documents
• Licenses
• Electronic Filing
• File Management
• Docketing Systems
• Time Entry
• Billing Processes
• Prebills
• Invoices
• Work in Progress (WIP) Reports
• Accounts Receivable (A/R) Reports
• Expense Reports
• Cheque Requisitions
• Client Liaison
• Foreign Associates Communication
• Presentation Preparation
• Client Database Management
• Contact Database Management
• Administrative Support
• Confidentiality
• Discretion
• Microsoft Office Suite
• Aderant (legal accounting software)

Location

• Downtown office

Work Type

• Full-time

Experience Level

• 3-5 years

Education Level

• Post-secondary education in Legal Administration or Law Clerk

Salary/Compensations

• $60,000 – $75,000 CAD

Benefits

• Competitive and comprehensive total rewards package
• Comprehensive health and dental benefits
• Health Care Spending Account
• Professional development and education assistance
• Wellness and employee engagement programs

About the Company

• Loopstra Nixon LLP is an equal opportunity employer committed to fostering an inclusive, equitable, and accessible environment.
• In accordance with the Accessibility for Ontarians with Disabilities Act, 2005, we are dedicated to providing accommodations throughout the recruitment process.

Equal Opportunity

• Loopstra Nixon is an equal opportunity employer committed to fostering an inclusive, equitable, and accessible environment.
• In accordance with the Accessibility for Ontarians with Disabilities Act, 2005, we are dedicated to providing accommodations throughout the recruitment process. If you require any accommodations, please notify us, and we will work with you to meet your needs.