The role

Would you like to join a collaborative, innovative, professional team? Are you interested in contributing to challenging and rewarding client files focused on trademarks? If so, we would love to meet you.

ROBIC is looking for a dynamic Administrative Assistant with a strong desire to learn and grow. In this role, you will work alongside lawyers and trademark professionals recognized for their expertise, gaining valuable experience in a stimulating and supportive environment.

Founded in 1892, ROBIC is an internationally renowned firm bringing together professionals with diverse expertise, including lawyers, scientists, and engineers specializing in intellectual property and business law. In 2023, ROBIC joined the IPH Limited group, an international network of intellectual property firms operating across ten jurisdictions and serving clients in more than 25 countries.

WHY JOIN THE ROBIC TEAM?

• To be part of a people-centered and dynamic team;
• To enjoy a flexible 35-hour work week that supports work-life balance;
• To have the option to work remotely up to 3 days per week;
• To benefit from every second Friday off year-round through a time-banking program;
• To access a wide range of employee benefits, including: group insurance, a retirement savings plan with employer contributions, sick days, years of service recognition programs, peer recognition initiatives, vacation days available from your start date, telemedicine services for you and your family, an employee assistance program, OPUS discounts, an on-site gym, and more;
• To be part of a team where your ideas and perspectives are valued;
• To work in a bright, fully renovated office space, easily accessible by public transit, with free coffee available at all times;
• To join an employer recognized among the “Best Workplaces in Professional Services” nationwide and certified as a “Great Place to Work” for the past three years.

Responsibilities

• Assist professionals with the preparation and filing of trademark-related documents
• Draft, review, edit, and submit various legal documents in English and French
• Prepare and file copyright registration applications
• Review and process contractual agreements
• Organize, maintain, and track electronic files and records
• Liaise with clients and coordinate requests with internal teams
• Monitor and manage official and internal deadlines
• Handle administrative responsibilities, including time entry, calendar management, and expense reports
• Serve as a Commissioner for Oaths for clients and colleagues
• Create and format PowerPoint presentations
• Transcribe dictated correspondence and legal documents
• Provide reception support during lunch coverage (once per week)
• Perform other related legal and administrative support tasks as needed

Requirements and skills

• College diploma (D.E.C.) or Professional Diploma (D.E.P.) in Administration, Secretarial Studies, or an equivalent combination of education and experience
• Minimum of two (2) years of experience in an administrative assistant role
• Strong command of both French and English, spoken and written
• Proficiency in Microsoft Word and working knowledge of the Microsoft Office Suite
• Excellent organizational skills
• Strong team player with a collaborative approach
• Ability to work independently, as well as adaptability and flexibility in a fast-paced environment 
• Strong attention to detail and accuracy
• Proven ability to manage priorities and meet deadlines
• Initiative, resourcefulness, and problem-solving skills.

We are looking for a talented Administrative Assistant who is eager to grow within a team recognized for its professionalism and collaborative spirit. We offer a comprehensive benefits package and a supportive, stimulating work environment that fosters professional growth and development.

In 2024, 2025 and 2026, ROBIC was recognized among the Best Workplaces in Professional Services in Canada, in addition to being proudly certified as a Great Place to Work for three consecutive years based on feedback from our team members. These recognitions reflect our genuine commitment to the well-being of our people. At ROBIC, we firmly believe that everyone plays an essential role in fostering a positive, caring, and inclusive workplace culture. We are dedicated to continuously evolving and implementing best practices to ensure our team members are simply happy.

Our firm is also a proud member of the LLD (Legal Leaders for Diversity and Inclusion) network. By being part of this network, we reaffirm our commitment to providing all team members with an inclusive work environment that values diversity, equity, and inclusion—where everyone feels welcomed and empowered to reach their full potential. We believe in and uphold the principle of employment equity, and we encourage all qualified candidates representing the diversity of our communities to apply.

We invite those who share our passion to join us and contribute to our continued success. Interested candidates are asked to submit their application promptly. We are already very excited about the opportunity to get to know you!