Legal Assistant, Tax

Role Overview

• Coordinate the new business intake and file opening process by gathering appropriate client information, conducting conflict searches, preparing and distributing engagement letters, and ensuring all required documents are completed, returned, and processed in accordance with firm procedures, with limited supervision
• Coordinate document workflow including drafting documents from precedents, finalizing, receiving and distributing documents, correspondence and materials, as directed
• Provide word processing support including editing, revising, formatting, and performing comparisons of documents, blacklines, (such as creating blacklines), to produce client-ready materials with limited supervision
• Maintain accurate document management in firm systems to ensure accuracy and organization
• Maintain an efficient client and matter management system, including a bring-forward system to manage critical deadlines, manage client and matter lists as well as contact records, ensuring all information is accurate and compliant with firm standards
• Update and maintain client information in the CRM system to ensure records are accurate, current, and complete
• Manage calendars by proactively scheduling and tracking appointments, meetings, practice-related dates, and critical deadlines for multiple lawyers and team members; independently arrange and confirm meetings with clients and external parties; coordinate travel and meeting logistics, including booking transportation and accommodations; and organize boardroom reservations and catering services to ensure seamless and efficient daily operations
• Support lawyers and clients by monitoring upcoming tasks and deadlines, assisting with schedule management to help keep legal matters organized and on track
• Proactively support financial practice management and billing initiatives which may include entering/reviewing time entries for completeness and revising them in accordance with firm standards; manage the full billing cycle by meeting deadlines, reviewing and editing invoices, and collaborating with the billing coordinator and lawyers to ensure timely and accurate finalization of invoices, reviewing work-in-process (WIP) and accounts receivable (AR) and implementing other firm financial best practices related to client management
• Process financial forms (including cheque requisitions, wire transfers, trust deposits) and expense reports
• Serve as a primary point of contact for lawyers, handling client inquiries, communicating with opposing counsel, supporting internal collaboration, and assisting with cross-team coordination efforts
• Support cross-region matters, matter credit management, compliance initiatives, and audits
• Coordinate all administrative tasks throughout the matter lifecycle, including transferring and closing files in alignment with firm protocols and standards
• Contribute to internal collaboration and process improvement initiatives, and assist with team mentoring and training efforts

Requirements

• Completion of a recognized legal support program (Legal Assistant, Law Clerk, Paralegal) preferred or equivalent
• 4 to 7 years of law firm experience in a legal assistant or legal administrative role in tax
• Advanced digital dexterity and proficiency with legal technology applications such as Microsoft Office Suite, secure file sharing and CRM platforms
• Proficient understanding of common legal documents and legal procedures (related to the area of practice)
• Proficiency with legal software and platforms related to the area of practice
• Proficiency with document management systems and law firm financial systems
• Effectively manages a deadline-driven workflow with limited supervision, maintaining a strong level of accuracy and attention to detail
• Demonstrates solid organizational skills by prioritizing tasks and ensuring timely completion of assignments in a fast-paced legal environment
• Excellent grammar, proofreading, and detail orientation; takes full ownership of the accuracy and professionalism of work product
• Proactive, professional courteous and effective communication (both verbal and written) with clients and colleagues
• Demonstrates reliability, confidentiality, service excellence, adaptability, and sound judgment under pressure, while upholding privacy and ethical standards
• Ability to work collaboratively and independently
• Is self-driven, forward-thinking, and proactive.

Benefits

• Extended health and mental health benefits
• Paid time off
• Retirement savings plans
• Fitness subsidy
• Parental leave top-up
• Learning and development programs