Hybrid Executive Assistant, IP

at McCarthy Tétrault

• Job title: Executive Assistant, IP
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: CA$75,000 - CA$85,000 per year
• Degree requirement: Professional Certificate
• Location requirements: Hybrid, Vancouver, Canada

About the role

• Executive Assistant in Intellectual Property at McCarthy Tétrault overseeing partners’ workflows and managing legal and business documents. Role involves supporting business development and team mentoring within a hybrid work environment.

Responsibilities

• Overseeing partners’ calendars, emails, files, and daily workflows to ensure efficient operations, including scheduling meetings and coordinating related details.
• Drafting, formatting, revising, and proofreading a variety of legal and business documents.
• Assisting with time entries, billing review, budget tracking, billing deadlines, and collections.
• Arranging travel, accommodations, and related plans, and preparing itineraries.
• Corresponding with clients and responding to client inquiries.
• Coordinating and arranging logistics for small client events, conferences, and other business development initiatives, maintaining client information in CRM systems, and tracking sponsorships and outreach efforts.
• Guiding and mentoring team members on best practices and contributing to change efforts through involvement in pilots, task forces, and new program initiatives, acting as a role model of the McCarthy Way and Firm values.
• Duties may evolve and change over time based on business needs.

Requirements

• Minimum 5 years experience as a Legal Assistant in Intellectual Property.
• In-depth knowledge of both patents and trademarks required.
• Legal Assistant diploma or college certificate in office or business administration or equivalent.
• High level of discretion and confidentiality and capacity to handle extremely sensitive information.
• Exceptional communication (written/spoken) and interpersonal skills.
• Ability to provide excellent and timely service to clients and colleagues by understanding their needs and using available resources.
• Ability to work effectively with others by being flexible, respectful, communicating clearly, and proactively sharing knowledge and offering assistance.
• Demonstrates relevant expertise, critical thinking skills and initiative to consistently deliver quality work.
• Walks the talk, respects individual differences, and supports the Firm’s interests.

Benefits

• Outstanding benefits from day one, including insurance premiums paid by the Firm and wellness and technology reimbursements.
• Competitive compensation, paid overtime and generous time off, including a day off to volunteer and a day off for your birthday.
• A commitment to professional development and growth opportunities for our people at all levels, supported by a culture that fully embraces and encourages two-way feedback.
• Strong community involvement and a commitment to equity, diversity and inclusion.
• A collaborative, cohesive culture that connects lawyers and business teams through collective purpose.