Legal Administrator – Trademarks


Recruiting in Motion

Legal Administrator – Trademarks Ottawa ON

Ref: JOB2240

Our client is a global powerhouse within the legal space. Boasting a presence worldwide and over 1000 employees from coast to coast in Canada, our client is one of the largest firms and key contributor to their local communities. With tremendous pride in their pro bono work alongside community involvement, our client brings over 100 years of growth and innovation while building a reputation on client-focused service delivery. Offering a full suite of business & commercial law, litigation and IP across many industries, our client has carved out a niche and is well known within the M&A circles. The legal team brings extensive experience in advocacy & government relations, appearances before courts, tribunals, and regulatory bodies as well an international mindset. With locations in Canada, Europe, the Middle East and Asia, our client is able to attract and retain top talent who share in the commitment for exceptional client experience. Focused on a strong employee experience, this organization is committed to their core values and empower their people to help maintain a healthy, productive, and fun environment. Every member of the team is respected, valued, and recognized. As a result of recent growth, we are looking to add to a Legal Administrator to their team. Looking for stability, a challenge and mentorship, this organization may be for you.

We are seeking a detail-oriented and organized Legal Administrator to join our Trademark Team. The successful candidate will provide essential administrative support to the trademark team, ensuring the smooth operation of trademark filings, renewals, and other related processes. This role requires strong organizational skills, excellent communication abilities, and a keen attention to detail.

Key Responsibilities Include:

  • Administrative Support – managing schedules, organizing meetings, and handling correspondence.
  • Trademark Filings – preparing and filing trademark applications, renewals, and other related documents with the trademark offices.
  • Document Management – maintaining and organizing trademark files, ensuring all documents are accurately filed and easily accessible.
  • Database Management – updating and managing trademark databases, ensuring all information is current and accurate.
  • Communication Liaison – act as a point of contact for clients, responding to inquiries and providing updates on trademark matters.
  • Research – conduct preliminary trademark searches and provide reports to attorneys and paralegals.
  • Billing and Invoicing – assist with billing processes, including preparing invoices and tracking payments.
  • Compliance – ensure all trademark activities comply with relevant laws and regulations.
  • Support Team Projects – assist with various projects and initiatives within the trademark team as needed.

The ideal candidate will possess excellent prioritization skills and a diligent approach to follow-up tasks. You will be responsible for implementing strong practice management processes to support a busy team effectively. Experience in opening and closing files, coupled with a strong client service approach, is essential. We seek someone with over 3 years of experience in intellectual property or trademarks. The ability to work independently while being an integral part of a larger team is crucial. Your top-notch technology skills will enable you to multitask and manage shifting priorities efficiently. Discretion and confidentiality are expected in handling sensitive information. In office collaboration is important and a hybrid approach is available.


What will make you stand out:

  • Strong communication skills – oral and written
  • Minimum 3+ years working in trademarks
  • Ability to handle a fast pace but maintain strong organizational skills.
  • Self-direct and self-motivate but collaborate with those around you

Contact us at [email protected] and Crystal will be happy to help you learn more about this great opportunity.

Tagged as: Legal Administrator - Trademarks