Assistant, IP Business

Torys LLP

10h•Hybrid

About The Position

The Assistant, IP Business provides day-to-day administrative support to the Director, IP Business and the Intellectual Property Administration team. This role involves maintaining task trackers, following up with stakeholders, organizing email threads, preparing draft communications, and ensuring records are accurate and up-to-date. The position also supports projects, coordinates meetings, processes expenses, and provides backup coverage within the team. The role is part of a hybrid work model, requiring 3 days in the office per week, with increased office presence during the initial onboarding period for cross-training.

Requirements

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.

Responsibilities

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.