CPST Intellectual Property has two full-time opportunities for Legal Assistants to join their patent and trademark agency and law firm. We are a professional, collegial team that focuses on providing the highest standard of client service and advice to a diverse domestic and international client base. We are looking for two new team members who are keen to learn about Intellectual Property, further develop their administrative, technical and client service skills, and who can work independently in a hybrid work environment.
Supporting a team of Lawyers, Patent and Trademark Agents, and Law Clerks, the Legal Assistant’s responsibilities will include:
Correspondence
· Corresponding with clients, including sending reminders regarding upcoming deadlines, reporting as-filed submissions, and forwarding invoices;
· Processing incoming emails from clients and foreign associates, including receiving and forwarding invoices;
· Reporting on the status of matters to clients upon request;
· Drafting routine correspondence such as retainer letters and audit responses;
Calendaring
· Monitoring patent and trademark due dates and flagging urgent deadlines;
· Generating due date reports;
· Preparing status and portfolio reports;
File Management
· Opening new files in document management and accounting systems;
· Ongoing maintenance of electronic file records, including saving emails and updating client records;
· Running conflict checks;
IP Case Management
· Following up with IP offices on the status of patent and trademark applications;
· Reviewing official formalities correspondence from the Canadian and US IP offices and forwarding to clients;
· Drafting and filing routine correspondence to Canadian and US IP offices;
Accounting
· Assisting with generating and forwarding invoices to clients;
· Generating reports, such Statements of Account, WIP and A/R;
· Assisting with preparing cost projections;
· Managing and/or assisting with patent maintenance fees;
Other
· Taking notes during office meetings; and
· Other administrative duties as required.
Qualifications:
· Legal assistant diploma/certificate or equivalent;
· University degree an asset;
· Experience with maintaining digital records an asset; and
· Experience in intellectual property an asset.
Skills and Abilities:
· Excellent verbal and written communications skills are essential;
· Must be well organized, have superb attention to detail and excellent time-management skills;
· Proficiency in Office applications such as Word and Excel;
· Able to work independently as well as collaboratively;
· Can take initiative and ask questions; and
· Demonstrates flexibility and a willingness to learn.
HOW TO APPLY: Please submit your resume and cover letter to resumes@cpstip.com by November 30, 2026. We regret that only those candidates who are being offered an interview will be contacted. AI will not be used to screen, assess or select candidates.
Who we are: CPST is located on Toronto’s waterfront. We offer a competitive compensation package and flexible work arrangements. We are committed to creating an environment of openness, inclusivity and diversity. We welcome applications from all qualified candidates.
