Assistant, IP Business

Position Overview

The Assistant, IP Business provides day‑to‑day administrative support to the Director, IP Business and the Intellectual Property Administration team.

Key Accountabilities

Administrative Support

• Provide administrative support to Director, IP Business to ensure smooth day-to-day operations.
• Maintain and update task trackers to ensure all assignments, deadlines, communications, and action items are accounted for and completed. Proactively follow up with internal stakeholders to ensure outstanding items are addressed.
• Review and organize email threads and file histories to summarize key information and identify next steps.
• Respond promptly to requests and collaborate effectively with internal stakeholders.
• Prepare draft email communications at the direction of the Director and assist in the creation and maintenance of internal manuals, standard operating procedures (SOPs), and documentation.
• Ensure records, documents, trackers, and files are accurate, complete, and kept up to date in accordance with firm standards.
• Support projects and initiatives by preparing reports, maintaining trackers, and following up on deliverables.
• Coordinate administrative tasks and operational workflows to support team effectiveness.
• Process, track, and reconcile expenses and department credit card statements.
• Coordinate internal and external meetings, including scheduling boardrooms and arranging catering or audio‑visual equipment as required.
• Work cooperatively within the team to provide backup coverage and ensure continuity of support.
• Participate in departmental projects and initiatives as assigned.

Attributes & Experience

• Post-secondary degree or diploma in Business Office Administration is required.
• 1-2 years related experience, preferably within a law firm or professional services firm.
• Proficient in MS Office product suite.
• Strong client service orientation combined with the ability to manage multiple client needs at the same time. Comfortable with working in a fast paced, deadline-driven environment.
• Strong time management skills to effectively prioritize and meet deadlines with minimal supervision.
• Excellent communication skills (verbal and written) with the ability to write clearly and concisely, and to interact with individuals at all levels within the organization.
• Strong interpersonal skills with the ability to work well both independently and collaboratively within a team environment.
• Exceptional attention to detail, efficient and organized.
• Strong working knowledge of an electronic document management system.
• Comfortable working with structured processes.
• Flexibility to work overtime when required.

Additional information

This position is part of our hybrid work model with 3 days in the office per week. As part of our onboarding, new hires are required to be in the office more often for the first few months of employment to ensure they receive the requisite cross training.

This job posting is for an existing vacancy.

Salary will be determined based on the candidate’s skills, experience, and qualifications.

We are committed to leveraging innovative tools to enhance our recruitment process. As part of this, we use AI-powered tools to assist in the initial stages of candidate shortlisting and screening. These tools help us evaluate applications more efficiently and consistently by focusing on qualifications, experience, and skills relevant to our roles. Although we use this technology, all applications are reviewed, and decisions made by our Human Resources team to ensure fairness and alignment with our firm policies. If you have any questions or concerns about this process, feel reach out to us at firmadminrecruiting@torys.com.

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