Administrative Assistant – IP-Patents (en anglais)

No de référence AAIP_-_12-05-18
Date d'ouverture de poste 5 décembre 2018
Emplacement Vancouver

​Purpose of Role

The Administrative Assistant will perform all administrative and file management tasks requested by Lawyers, PAs and other support functions. This includes file opening, file maintenance, reviewing file history, corresponding with clients on various matters, assisting with billing tasks and completing general administrative duties such as copying and scanning documents to the internal software database as required.

Copying, scanning and general administration is an integral part of the operation of the firm and within this role the Administrative Assistant will be required to complete duties for extended periods of time during the day.

The Administrative Assistant is accountable for establishing and maintaining an ongoing service based relationship with the team.

Key Responsibilities

Everyone at BLG is required to carry out the duties of their role while upholding the important principles of our Respectful Workplace Policy, and treating everyone with respect, regardless of position. The key responsibilities of this role include:

Administration and File Management

  • Assisting with billing matters
  • Entering expense reports, pre-approvals and invoices through internal billing software system
  • Assisting with special projects (example trip reports)
  • Entering contacts into firm wide marketing and contact software database and running lists as requested (ie: Christmas/holidays)
  • Working with the practice management system to log and record documents
  • Transcribing dictations into blank MS Word document and saving to practice management system and preparing draft correspondence on various matters
  • Assisting with any Lawyer and PA enquiries promptly and efficiently
  • Retrieving patent and trademark files form various locations throughout the team to complete file maintenance such as spiking, scanning and marking file with upcoming due dates
  • Proofreading various documents
  • Communicating and liaising with Agents and Practice Assistants to resolve file management issues
  • Any other duties as requested by the team

Customer Service

  • Deal with any Agents and Practice Assistants enquiries in a prompt and efficient manner
  • Communicate and liaise with Agents and Practice Assistants on file management issues
  • Consistently and appropriately update the team on progress where appropriate
  • Work with team to offer assistance wherever possible
  • Attending internal training sessions and seminars to advance skills and knowledge

Key Competencies Required

  • Established knowledge of Microsoft Office suite software (ex. Word, Excel, PowerPoint) and CRM
  • Ability to take initiative
  • Flexible and enthusiastic self-starter
  • Strong organization and multi-tasking skills
  • Strong oral and written communication skills
  • Excellent interpersonal skills
  • Strong teamwork skills
  • Ability to work under pressure and meet deadlines
  • Sound knowledge of support services
  • A desire to continuously improve skills
  • A strong focus on ensuring the highest levels of client service standards are delivered and maintained

Application

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

Applicants with disabilities may notify us of any accommodations needed to support your participation in the recruitment processes.

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

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