Legal Administrative Assistant

Role Overview

• General: Collaborating seamlessly with team members to provide comprehensive support in triaging and managing requests
• Displaying swift responsiveness to inquiries, consistently meeting deadlines, and fostering harmonious cooperation across various departments and individuals within the Firm
• Effectively managing workflow fluctuations with minimal supervision
• Overseeing the Intake process, prioritizing and coordinating work for timely completion
• Answering process related questions and helping troubleshoot timekeeper issues related to areas of expertise and responsibility
• Liaising with and directing requests to other Firm support resources as necessary to ensure efficient and appropriate utilization of resources
• Maintaining accurate updates in the workflow system to track and monitor requests
• Providing reliable backup support in the Resource Centre
• Continuously enhancing job knowledge and technical skills through active team participation
• Proactively sharing knowledge, information, and mentorship with stakeholders and team members to foster a positive and collaborative environment
• Performing quality control of own work, seeking clarification when necessary, and reviewing work of others
• Providing support to lawyers in specific practice groups as required in order to maintain the Firm’s legal support services ensuring continuous legal operations and client satisfaction
• Other duties as assigned
• Operational and Clerical Support: Collaborating with Resource Centre clients to process timekeeper expenses through creation of expense reports in accordance with guidelines set forth by the Firm
• Submitting and processing vendor/third party cheques and invoices on behalf of timekeepers in the Firm’s system
• Performing administrative support such as printing, scanning, faxing, photocopying, archiving, saving/renaming documents to the Firm’s Document Management System, creating binders, copying to CD/USB keys, data base entry and uploading/downloading from internet or data rooms
• Working with Records Management to create, maintain and store client files in accordance with the Firm policies and guidelines
• Documents (Basic): Drafting, editing, basic formatting, and revising correspondence, memoranda, large transaction documents, reports, forms, labels, etc.
• Proofreading documents and checking for appropriate formatting, spelling, grammar and clarity
• Preparing basic court documents
• Lawyer and Client Support: Collaborating with Resource Centre clients to assist with organization of travel bookings and prepare travel itineraries in accordance with preferences, including reserving air, lodging, ground transportation, and meal reservations
• Updating contact names and addresses in the client database on a regular basis
• Supporting various practice groups with legal documents in accordance with the requirements set by the practice group
• Maintaining in-depth knowledge of legal terminology, court rules and procedures as well as medical terminology where applicable

Requirements

• Post-secondary diploma in Legal Assistant, Executive Assistant or Administrative Assistant program
• 1-3 years relevant experience required, preferably in legal or another professional services environment
• Intermediate proficiency in Microsoft Suite (Outlook, Word, Excel, PowerPoint)
• Learns and maintains a solid understanding of Firm operational policies, process knowledge and firm-specific technology
• Possesses strong word processing, spelling, proofreading and editing skills
• Works effectively with other team members and demonstrates tact, respect, and professionalism in all interactions
• Provides a high level of service to colleagues and clients (on a limited basis / as required by specific support requests)
• Assesses priorities and performs duties in a highly organized manner; demonstrates strong time management and multi-tasking skills and works well under pressure to meet important deadlines
• Actively listens to understand client and colleague needs; asks questions to clarify expectations, seeks to fully understand situations, issues, and concerns
• Responsive to client and colleague requests, providing updates on progress of requests; identifies and communicates obstacles to achieving desired results, in a timely manner

Tech Stack

• Swift

Benefits

• Outstanding benefits from day one, including insurance premiums paid by the Firm
• Wellness and technology reimbursements
• Competitive compensation, paid overtime and generous time off, including a day off to volunteer and a day off for your birthday
• A commitment to professional development and growth opportunities for our people at all levels, supported by a culture that fully embraces and encourages two-way feedback
• Strong community involvement and a commitment to equity, diversity and inclusion
• A collaborative, cohesive culture that connects lawyers and business teams through collective purpose