Practice Assistant

6 months ago

Ottawa, Canada Borden Ladner Gervais LLP Full time

We are BLG: Canada’s Law Firm. Our culture is one of vigilance and curiosity, Firm-wide collaboration, unfailing mutual respect and dedication. We pride ourselves on having standout talent and delivering an exceptional client experience.

We are a future-minded Firm delivering high-value advice and known for our unwavering commitment to innovation, diversity and inclusion, community involvement and talent development. Learn more about us at


Purpose of Role

The Practice Assistant is a key member of a dynamic and innovative group of patent agents, clerks and legal support staff, providing the highest level of service to our clients, while having the opportunity to cultivate your skills as part of our successful national Intellectual Property Patent team, within Canada’s premier full-service law firm.

Right from the start, you will have access to exceptional opportunities, working with a supportive team focused on providing you with meaningful opportunities to tailor your career path in order to reach your full potential.

Key Responsibilities

The Practice Assistant will act as support for a group of agents within the Intellectual Property team, including delegating and reviewing the completion of document production, file management, copying/scanning work and other administrative work. The Practice Assistants will take an active interest in, and obtain a thorough understanding of, all aspects of client requirements to provide exceptional service levels to the agents and our clients.
- The key responsibilities of this role are:
1) Agent Support

Administrative
- Monitoring agent daily diaries
- Manage calendars, ensuring they are up to date and reminding Agents of meetings etc. on a daily basis
- Arrange meetings, book conference rooms, refreshments, check rooms prior to meetings etc. and liaise with other attendees, both internal and external
- Arrange for travel bookings and related details to be made through the support teams
- Arrange for files to be opened and closed, supervise general filing requirements and record keeping
- Coordinate/conduct conflict searches
- Attend to payment and renewal of membership fees as requested
- Support Agents in marketing activities including involvement in preparation of pitches and presentations
- Delegate appropriate administrative tasks to Administrative Assistants

Communication/CRM
- Take internal and external telephone queries, responding as appropriate and/or ensuring that all messages are passed on in a timely manner
- Liaise with administrative support departments on behalf of Agents as required
- Enter, maintain and update client details and relevant information in the Firm’s contacts systems
- Deal with basic client queries and general administration, arrange client meetings

Financial - Billing
- Assist Agents and Practice Group Billing Coordinator in the billing and credit control process by liaising with the Agents and accounts and to produce standard prebill financial/time reports through the system
- Request cheques, bank transfers and paying in money received, as appropriate
- Monitor and coordinate monthly WIP
- Monitor Agent's time entry

Other
- Provide assistance to immediate colleagues in the department and, where practical, other departments
- Team duties will therefore include assisting other members of the firm, both proactively and at the request of the Team Leader, and any other duties as requested by the Agents or Team Leader
- Backing-up assigned teammates during absences is an important component of all LSS roles

2) Document Production
- Producing and amending client reports and other important documents using Excel, PowerPoint, organizational charts, etc.
- Assisting Team Leaders, fellow Practice Assistants locally and nationally with workload as required
- Supporting and helping other team members by sharing system knowledge and ensuring own and others’ skills are developed
- Check correspondence, attachments, documents, reports, presentations, faxes etc. produced by the Document Production team before they are passed to the relevant Agent and undertake basic/minor amendments where appropriate

Key Competencies
- The key competencies for this role are:

- A minimum of 3 years’ relevant experience as an IP Assistant supporting Patent Agents/Lawyers
- Excellent oral and written communication skills in English
- Advanced knowledge of Microsoft Word, Outlook, Excel, PowerPoint, research tools and other systems implemented by the firm and an accurate typing speed of approximately 60 words per minute
- Committed to furthering their knowledge to remain up-to-date on current technology and best practices
- Excellent communication, organizational and teamwork skills
- Excellent attention to detail with the ability to think ahead and use initiative
- Flexible, dependable and able to remain calm under pressure and work to tight deadlines
- Conscientious, approachable and enthusiastic
- Able to quickly build confidence, respect, and tru

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