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Administrative Assistant

11 minutes 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 Administrative Assistant will perform all administrative and file management tasks requested by Lawyers, PAs, Clerks, and other support functions. This includes file opening, copying, filing, archive management, scanning and completing general administrative duties as required.

Filing, 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 each day.

Key Responsibilities

The Administrative Assistant is accountable for establishing and maintaining an ongoing service based relationship with the team, as part of our successful national Intellectual Property Group team, within Canada’s premier full-service law firm.
- The key responsibilities of this role are:
Administration and File Management
- Receive and process file management requests, including maintaining accurate statuses on files
- Opening new files
- Running daily due lists and advising group of deadlines where applicable
- Return or add documents to existing client electronic files
- Processing associate invoices for payment
- Work with the practice management system to log and record documents
- Handle and administer closed electronic files as requested, including handling abandonment of files and closing files
- Undertake all file management and file housekeeping procedures to ensure electronic filing constantly up to date
- Understand, identify and process all principle documents within electronic files
- Process archive retrieval requests
- Maintain all work areas in a tidy and orderly manner
- Assist with KYC and conflict checking procedures in accordance with the firm’s procedures
- Correspond with agents and clients re reminders and upcoming deadlines
- Reporting correspondence to client as requested
- Conduct web searches re travel and other items as requested by team
- Any other duties as requested by the business

Customer Service
- Deal with any Patent Law Clerk, Patent Agent and Practice Assistant (PA) enquiries in a prompt and efficient manner
- Communicate and liaise with Patent Law Clerks, Patent Agents and PAs on electronic file management issues
- Consistently and appropriately update the team on progress where appropriate
- Work with team to offer assistance wherever possible

Key Competencies
- The key competencies for this role are:

- Post-Secondary Law Clerk, Paralegal or Legal Administration diploma
- A minimum of 1 year administrative experience in an office environment ideally with exposure to, knowledge of and/or an interest in Intellectual Property law
- Superior written communication skills in English with excellent attention to detail
- 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
- Ability to take initiative
- Flexible and enthusiastic self-starter
- Strong organization and multi-tasking 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