Billing Administrative Assistant - Intellectual Property
Gowling WLG (Canada) LLP
ABOUT GOWLING WLG
At Gowling WLG, our commitment to excellence begins with our people. As an international law firm with offices in Canada, the U.K., Europe, the Middle East, and Asia, we’re proud to recruit and retain top talent who bring energy, insight, and a singular focus on delivering exceptional experiences – for our clients and each other.
We’re intentional about building a workplace that’s both high-performing and supportive, ensuring that everyone is empowered to do their best work and reach their full potential. Our culture is grounded in our shared values: Raise the Bar, Embrace Differences, and Thrive Together. These values shape how we collaborate, lead, and succeed – across teams, time zones, and career paths.
Whether you’re pursuing a role in law or business services, explore what’s possible and make your mark with Gowling WLG.
PROFILE
With unmatched expertise in patents, trademarks, brands and designs, copyright, advertising, Intellectual Property litigation, our Firm has been winning cases for clients around the world for over 125 years. Our Intellectual Property Group offers exceptional representation in a dynamic and competitive market.
Our Billing Administrative Assistant will provide excellent administrative support to our professionals, patent coordinators, and legal administrative assistants. The successful candidate will bring excellent attention to detail, prioritization skills, and thrive in a team environment.
This is a maternity leave coverage role ending in January 2027.
RESPONSIBILITIES
- Receive and coordinate all pre-bills, invoices, write-offs, and accounting forms, including trust transfers and deposits;
- Process foreign associate invoices for approval by professionals and payment;
- Maintain our client contact system with up-to-date information for invoicing purposes and file correspondence;
- Work proactively in the day-to-day support of the Intellectual Property Group ensuring important deadlines are met;
- Work proactively with our finance team in collections of overdue accounts receivable;
- Use initiative and good judgement to relieve the professionals of administrative detail;
- Other duties as assigned.
QUALIFICATIONS
- Administrative and basic accounting knowledge and experience is required;
- Experience in a law firm is preferred;
- Strong computer skills including proficiency with Microsoft Office Suite;
- Excellent verbal and written communication skills;
- Strong problem solving skills, including a proven ability to set priorities and work strategically;
- Excellent interpersonal skills with the ability to work effectively with other staff and professionals;
- Ability to handle a varied workload with heavier workloads at times based on finance schedules and billing cycles;
- Exceptional organizational skills;
- Ability to prioritize and support multiple individuals simultaneously, redefining priorities as required;
- Strict commitment to confidentiality and utmost professionalism.
BENEFITS/PERKS
Gowling WLG’s total rewards program is designed to foster a culture where high performance and personal well-being go hand-in-hand. We support your career and life with:
- 100% employer-paid health, dental, and mental health coverage, plus an annual lifestyle spending allowance
- Benefits coverage for Firm members and their dependents from day one!
- 15+ vacation days and hybrid work flexibility
- Parental leave top-up for 26 weeks (after 12 months of full-time employment)
- Group Retirement Savings Plan with employer match
- Financial protection through short & long-term disability, life, accident & critical illness insurance
- Employee & Family Assistance Program, guided CBT, and an internal network of 120+ trained Mental Health First Aid responders
- Recognition awards, appreciation events, and a supportive, collaborative work culture
- Perks and preferred pricing programs, referral bonuses and more
Gowling WLG is dedicated to building a diverse and inclusive workplace. If you are in need of accommodation or support at any time during the recruitment process, please let us know.
