Role overview

The incumbent will provide administrative support to legal assistants and legal professionals in the Intellectual Department, in support of our Trademark practice. This full-time position is open to candidates with experience in Trademark prosecution, including the legal and clerical steps and processes required to bring a trademark to registration. Candidates with at least 3 years’ experience working in Intellectual Property, specifically trademarks, would be preferred.

Major Responsibilities

Opening of trademark matters in our database (Inprotech), including Opposition and Section 45 matters
Responsible for maintaining the information contained in our database, including updating client information, contacts, reference numbers, and ownership
Reviewing, triaging and processing Canadian and Foreign trademark correspondence as received from the Canadian Trademark Office and Foreign Associates, including entering and reconciling deadlines in database
Management of renewal task deadlines in the database, including reconciling the deadlines as needed
Generating renewal reminders for clients, and maintaining renewal records in the departmental database, preparation of Nice Classification and payment of renewals
Provides support to legal professionals, and legal assistants by assisting with administrative workflow and deadline tracking
Generating deadline or portfolio reports from data in our file management system as requested
Reporting routine correspondence to clients using standard templates
Creation of skeleton letters and proposed amendments, for review by Trademark agents
Submission of final approved trademark correspondence using the CIPO online Trademark filing system, including Opposition and Section 45 correspondence
Reconciliation and validation of government fees with Accounting team
Ensuring tariff entries are made in our billing system (Intapp time entry)
Ensures electronic files are closed on a regular basis
Handles confidential materials and documents
Performs other duties as required

Position Requirements

Education and Experience

The position requires a college diploma as well as a minimum of 3 years’ experience working in the Intellectual Property, preferably trademarks. An equivalent combination of education, training and experience is acceptable.

Knowledge and Skills

Strong knowledge of Microsoft Office and computer applications
Ability to learn new systems and adjust to changes in workflow
Ability to work quickly, accurately, independently, and takes initiative
Ability to remain calm when dealing with daily deadlines and situations requiring tact and flexibility
Exceptional organizational skills required to handle a large volume of materials and expedite flow of work
Strong verbal communication and interpersonal skills to deal with a variety of internal and external stakeholders
Strong written communication skills

Compensation:

The typical hiring salary range for this position in British Columbia is $65,000 - $85,000 annually; the base pay offered may vary depending on job-related knowledge, skills, experience, internal and market equity.

For the safety of firm members and visitors, Osler is committed to complying with the recommendations of public health authorities, including with respect to adopting mandatory vaccination policies. Employment at Osler is therefore conditional on complying with any vaccination policies that Osler may adopt from time to time in response to the recommendations of public health authorities.

We are currently working in a hybrid work arrangement, which includes a requirement to work primarily in the office and flexibility to work remotely up to 2 days per week.

Accessibility and Accommodation

We thank all applicants for their interest in Osler; however, only chosen applicants will be contacted. Osler is committed to fostering a diverse and inclusive work environment, and we welcome and encourage applications from people with disabilities and people with diverse backgrounds, identities, and cultures. Accommodations are available upon request for candidates in all phases of the selection process.

Background and Reference Checks

Please note that any offer of employment will be conditional upon background and reference checks, including a criminal record check, credit check, employment and educational verifications.

If you have the required background with the ability to provide exceptional customer service and wish to work in one of Canada’s leading law firms, please reply in confidence with a cover letter and resume.

Please note that we use artificial intelligence to screen, assess or select applicants for this role.

No agencies or phone calls/emails please.