Administrative Coordinator

2 weeks ago

Ottawa, Ontario, Canada Smart & Biggar Full time
Smart & Biggar has been at the forefront of intellectual property (IP) and technology law for over 100 years.

We practice in every area of IP on behalf of an exceptional international clientele, and we are consistently ranked as Canada's leading IP firm.

We are committed to hiring people with different backgrounds and experience, who represent the best talent in their field.

We are part of the IPH Group.

IPH Limited is the holding company for intellectual property ("IP") and associated companies offering a wide range of IP services and products.

IPH companies employ a highly skilled multidisciplinary team of over 1,200 people in Australia, Canada, China, Hong Kong SAR, Indonesia, Malaysia, New Zealand, Singapore, and Thailand.

IPH companies service a diverse client base of Fortune Global 500 companies, multinationals, public sector research organizations, SMEs, and professional services firms worldwide.

We are passionate about what we do and what we can achieve.

The IPH Group is committed to promoting and maintaining a workplace culture of shared respect across companies to enable us all to feel valued and be the best we can be.

We are currently looking for an Administrative Coordinator to join our Patent team. In this role you will work on a dynamic team to provide administrative support for our Patent practitioners.

This position requires an excellent multi-tasker with strong administrative and communication skills, and the ability to work in a fast-paced environment.

Responsibilities.

  • Analyze documents received from the patent offices and write client reports
  • Track and ensure compliance with deadlines, extensions and any other time constraints
  • General administrative duties including time entry, preparation of billings and file management, all within a paperless environment
  • Conduct research in our databases and with the various patent offices to validate the necessary procedures and documents, as required
  • Follow up with patent agents for deadlines and client communications
  • Responding to external and internal clients, foreign associates, CIPO and other parties
  • Other duties may be assigned or amended as required
Qualifications, competencies and experience.

  • Fluently bilingual (French-English)
  • Administrative Assistant Diploma, or a combination of relevant work experience and education
  • 12 years of administrative assistant experience in a professional services environment would be an asset. Previous experience in intellectual property would be an asset
  • Excellent interpersonal and communication skills, including the ability to deal directly with clients and all levels of staff
  • Highly autonomous
  • Excellent attention to detail, highly organized, ability to handle multiple priorities in a fastpaced environment and proactive
  • Highly proficient in MS Office and ability to learn new software and technology quickly.
Smart & Biggar offers a comprehensive total rewards package including:

  • A competitive compensation structure based on transparency, clarity and fairness;
  • A flexible benefits program;
  • Personal days to help balance personal and professional commitments;
  • Employee referral program.


Smart & Biggar is a proud member of the Law Firm Diversity and Inclusion Network (LFDIN), working to promote diversity and encourage a culture of inclusion in our Firm and the broader legal profession.

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