Administrative Assistant

Who we are:

For nearly 50 years, Oyen Wiggs has been one of Canada's leading intellectual property law firms, helping innovators, entrepreneurs, and global organizations protect the ideas that shape the future.  Located in the heart of downtown Vancouver, our firm provides a full range of intellectual property services.  Our lawyers, patent agents, and trademark professionals bring together diverse technical and scientific backgrounds, allowing us to understand complex innovations across a wide range of industries. Through our extensive network of trusted foreign associates, we help clients secure and protect their intellectual property around the world.

At Oyen Wiggs, our people are our greatest strength. Every member of our team plays an important role in delivering exceptional client service and contributing to our firm's continued success.  We foster a collaborative, inclusive, and supportive workplace where ideas are valued, professional development is encouraged, and individuals are empowered to grow their careers.

Join Us:

We are looking for an enthusiastic, organized, and service-oriented Administrative Assistant to join our energetic and collaborative Administration team.

In this role, you will be at the heart of our firm's day-to-day operations, helping to ensure the office runs smoothly while providing exceptional administrative support to the Director, Administration & Human Resources.  No two days are the same; you will have the opportunity to take on a wide variety of responsibilities, work closely with colleagues across the firm, and play an important role in creating a positive and professional workplace experience.

This is a full-time, in-office position, working Monday to Friday, 9:00 a.m. to 5:00 p.m.  If you enjoy working in a fast-paced, team-oriented environment where your contributions are valued and make a meaningful impact, we would like to hear from you.

The main duties of this position include:

• Provide proactive administrative support to the Director, Administration & Human Resources.
• Coordinate and manage staff and lawyer vacation requests, maintain the firm's vacation calendar, and ensure requests are accurately tracked and recorded.
• Monitor office supply inventory levels, maintain stock of general office and kitchen supplies, obtain quotes when required, and prepare purchase orders with various vendors to ensure the office remains fully operational.
• Provide reception relief coverage as needed by welcoming clients and visitors, answering and directing calls on the firm's main telephone line, managing incoming and outgoing courier deliveries.
• Assist with the coordination of firm meetings, training sessions, lunches, social events, and other internal functions, including room setup, catering, and event logistics.
• Support the onboarding of new employees by preparing workspaces, coordinating office supplies and materials, and assisting with orientation activities.
• Liaise with external vendors and service providers regarding office supplies, equipment, maintenance, and other administrative services.
• Support office operations by identifying opportunities to improve administrative processes and contribute to special projects as assigned.
• Maintain a high level of professionalism and confidentiality when handling sensitive employee, client, and firm information.
• Perform other administrative and office support duties as required to ensure the efficient operation of the firm.

The ideal candidate is highly organized, detail-oriented, and takes pride in delivering exceptional administrative support. You thrive in a fast-paced, professional environment, effectively manage competing priorities, and consistently demonstrate initiative, resourcefulness, and sound judgment while maintaining a high level of accuracy and discretion.

You are an excellent communicator with strong interpersonal skills and enjoy building positive relationships with colleagues, clients, and vendors. Whether working independently or as part of a collaborative team, you are dependable, adaptable, and committed to providing outstanding service.  A positive, can-do attitude and a willingness to learn and contribute to a welcoming, efficient office environment are essential to success in this role.

The successful candidate will possess the following qualifications:

• A minimum of 1 year of administrative or office experience, preferably in a professional services or legal environment.
• A post-secondary certificate or diploma in Office Administration, Business Administration, or a related field is considered an asset.
• Proficiency with Microsoft Office 365, including Outlook, Word, Excel and PowerPoint.
• Excellent organizational and time management skills, with the ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong verbal and written communication skills with exceptional attention to detail and accuracy.
• A professional, courteous, and client-focused approach with outstanding interpersonal skills.
• Proven ability to handle confidential and sensitive information with discretion and professionalism.
• Strong problem-solving skills with the ability to work independently, use sound judgment, and take initiative.
• A collaborative mindset and the flexibility to assist with a wide variety of administrative and office support responsibilities.
• Experience coordinating meetings, events, office supplies, or vendor relationships is considered an asset.
• Experience working in a law firm or other professional services environment is an asset but not required.

Our benefits package, together with opportunities for personal and professional growth include:

• Firm-paid extended health, dental, vision care, life insurance & A.D & D. benefits
• Disability Insurance
• Ten days of paid sick and personal time
• Employee Assistance Program
• Education/tuition allowance
• Health & Wellness Allowance
• RRSP Matching program
• Work From Home Allowance
• Cell/mobile phone subsidy
• Firm Social events

If you are interested in this opportunity, please send your resume and cover letter in confidence to:  [email protected].  Visit us at www.patentable.com. 

We thank all candidates for their interest, however, only those short-listed will be contacted.    All resumes are retained and treated in confidence.  No phone calls please.