Legal Assistant, Intellectual Property



Posting Date

February 11, 2020

Position type


Please note this is a part time, permanent position. The incumbent will be required to be in the office 4 days per week, amounting to approximately 28 hours per week. It is a benefits eligible position, effective on day one of employment.

At McCarthy Tétrault, we offer challenging and rewarding career opportunities and are delighted to have been selected as one of Canada’s Top 100 Employers 2020 for the eighth consecutive year. Our culture is built on professional excellence, collaboration, innovation, thought leadership and entrepreneurialism. We embrace inclusion in all its forms and we provide the tools and opportunities to help our people develop to their full potential.

As a Legal Assistant within the IP department, you will be:


  • Drafting and preparing correspondence, including standard letters and memos, working with Word and Excel templates
  • Editing, formatting, printing, and revising letters, memos, reports, forms, labels and other printed material from dictation or other instructions
  • Filing with Canadian Intellectual Property Office (CIPO) via fax, courier, and CIPO online tools, including generation of cover letters, fax cover sheets and fee payment forms
  • Weekly monitoring of Trademarks Journal for advertisement of applications and generation of reporting correspondence

File and Time Management

  • Managing PATTSY database. Ensuring data is entered, maintained, and required follow–up dates are noted. Entering new applications, new deadlines from incoming trademark correspondence and opposition matters, generating client specific reports, and generating bi-monthly trademark and opposition deadline reports
  • Managing physical and electronic files for the IP group. Ensuring they are current with all relevant documentation. Bringing forward and pulling files as necessary for Lawyers/Agent attention
  • Requisitioning new files, maintaining a record of all client files, related records and general files
  • Attending deadline meetings to discuss and plan for upcoming deadlines
  • Maintaining BF system
  • E-filing of emails
  • Filing of correspondence and physical files

Lawyer / Client Support

  • Inputting all time entries daily and processing all accounts for lawyers
  • Handling trust accounts on behalf of clients. Liaising with foreign agents to file patent and trademark applications in other countries. Managing billing, receiving of funds, processing payments to foreign agents, drafting statement of account reminder letters and forwarding trust reconciliation statements and foreign associate invoices to billing lawyers assistants when appropriate
  • Performing Clarivate and CIPO searches and formatting search results as requested

Administrative Functions

  • Coordinating client meetings, arranging for catering or audio-visual equipment as needed. Organizing equipment and other materials for on-site and off-site presentations
  • Answering the telephone, routing calls, taking messages and providing routine information to callers
  • Opening and routing incoming mail/distributing correspondence and other material to the appropriate party
  • Performing administrative and related duties as assigned and assisting others in the department as required
  • Maintaining IP department credit card: keeping record of all credit card charges, forwarding credit card charges to accounting department on a weekly basis and monthly reconciliation of credit card statement
  • Maintaining Canadian Intellectual Property Office deposit account: forwarding of charges to accounting department, reconciliation of charges with monthly statement and providing accounting with monthly statement


  • Working in a team environment which includes occasionally supporting other legal assistants and other legal staff
  • Performing a variety of routine tasks, as well as special projects
  • Performing other duties as required

As our ideal candidate, you will have:

  • Legal Assistant Diploma or equivalent
  • Minimum 3 years of experience as a Legal Assistant in an Intellectual Property group
  • Strong trademark experience required. Patent experience is also preferred
  • Strong attention to detail as it relates to drafting of correspondence, proofreading, bill preparation and management of trust accounts
  • Exceptional written and oral communication skills with the ability to maintain a mutual comfort level while relating to clients, lawyers, and government agencies
  • Strong time management and prioritizing to meet important deadlines, organizational, multi-tasking skills and ability to work under pressure
  • Energetic, proactive approach, and willingness to take charge to manage work with effectiveness and efficiency
  • High level of discretion and confidentiality
  • Able to work independently and under minimal supervision
  • Problem-solving skills with the ability to visualize and deliver creative solutions

As a member of the McCarthy team, you will have access to:

  • Outstanding benefits from day one, including insurance premiums paid by the Firm, fitness and tuition reimbursements, on-site yoga and second language classes
  • Competitive compensation and generous time off, including a day off to volunteer and a Summer Friday program.
  • A commitment to professional development and growth opportunities for our people at all levels, supported by a culture that fully embraces and encourages two-way feedback
  • Strong community involvement and a commitment to equity, diversity and inclusion
  • A collaborative, cohesive culture that connects lawyers and business teams through collective purpose

How to apply:

We invite you to submit your application to [email protected]. We thank all applicants for their interest in McCarthy Tétrault; however, only chosen applicants will be contacted. We regret that we are unable to respond to individual inquiries about application status. McCarthy Tétrault is an equal opportunity employer that fosters an inclusive, equitable, and accessible environment. Please notify us if you require accommodation at any time during the recruitment process.