Administrative Assistant (Intellectual Property)

Reference # AAIP_-_01-11-18
Open Date January 11, 2018
Close Date January 26, 2018
Location Ottawa

Purpose of Role

The Administrative Assistant will perform all administrative and file management tasks requested by Agents, Practice Assistants and other support functions. This includes file opening, copying, filing, archive management, scanning and completing general administrative duties as required.

Key Responsibilities

The key responsibilities of this role include:

Administration and File Management

  • Scanning and saving work into a document management system
  • Photocopying and faxing documents
  • Receiving and processing file management requests
  • Re-opening files on the system and ordering file retrievals from storage
  • Adding adverse/allied parties to existing files
  • Opening new file folders and labelling accordingly
  • Returning or adding documents to existing client files
  • Preparing engagement letters as instructed by the Practice Assistant
  • Handling and administering closed files as requested using established file closing procedures
  • Undertaking all file management and file housekeeping procedures to ensure filing is constantly up to date including printing, spiking and e-filing
  • Assisting in billing process including pulling pre-bills, proof-reading and completing minor edits on pre-bills, finalizing invoices and preparing cover letters
  • Assisting with Know Your Client procedures and conflict checking procedures
  • Monitoring conflict search reports
  • Adding and editing contacts in CRM
  • Taking and acting on instructions
  • Tracking time spent on all the various administrative tasks for internal reporting purposes
  • All other duties as requested

Client Service

  • Dealing with Agent and Practice Assistant enquiries in a prompt and efficient manner
  • Communicating and liaising with Agents and Practice Assistants on file management issues
  • Consistently and appropriately updating Legal Support Team on progress where appropriate
  • Working with Legal Support Team to offer assistance wherever possible

Key Competencies Required

  • Law Clerk or Legal Assistant diploma
  • A minimum of 1 year administrative experience in an office environment ideally with exposure to and/or knowledge of Intellectual Property law
  • Advanced technical skills, specifically in MS Office (Word, PowerPoint, Excel, and Outlook) and be committed to furthering their knowledge to remain up-to-date on current technology and best practices
  • Superior written communication skills in English, have excellent attention to detail, and the ability to remain calm under pressure and work to tight deadlines
  • Conscientious, approachable, and enthusiastic with a strong focus on ensuring the highest levels of service standards are delivered and maintained


If you have an interest in this position or know of someone who may be suitable, please forward a current resume to Devon Prelaz, Human Resources Manager, at by Friday, January 26, 2018.

We thank all applicants for their interest in this position, however, only applicants selected for an interview will be contacted.

Everyone at BLG is required to carry out the duties of their role while upholding the important principles of our respectful workplace policies, and treating everyone with respect, regardless of position. At BLG, valuing diversity and inclusion is key to a respectful workplace.

BLG is committed to fostering a diverse and inclusive workplace. We welcome and encourage applications from diverse candidates, including people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.

*Please note that relatives of current BLG employees and Partners are not eligible for consideration.

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