Legal Assistant – Family Law, 3+ Years

Role Overview

• Serve as a first point of contact for clients and prospective clients, including answering phones, handling general inquiries, and responding to initial client intake and screening requests.
• Coordinate new client intake processes, including conflict checks, preparation of retainer and privacy documentation, and opening and closing client files.
• Schedule appointments and coordinate internal and external meetings, including teleconferences, case conferences, and settlement conferences; prepare agendas, materials, and minutes as required.
• Maintain lawyer calendars, proactively monitor deadlines, and manage an effective bring‑forward (BF) system to support file progression.
• Draft, format, proofread, and process legal documents and correspondence based on precedents, including agreements, applications, submissions, and family court filings.
• Prepare and organize materials for client meetings, mediations, hearings, and ongoing file administration.
• Maintain accurate and detailed electronic and paper file organization, including uploading, naming, and managing documents within the firm’s Document Management System (iManage), and ensuring correspondence is appropriately filed.
• Manage incoming and outgoing communications, including filing emails in the DMS, distributing correspondence to lawyers and law clerks, and ensuring timely follow-up on file-related matters.
• Compile, update, serve, and file family court materials, including pleadings, motion materials, submissions, Continuing Records, and Motion Records, in compliance with applicable rules and procedures, in collaboration with law clerks and lawyers.
• Serve and file all documents related to family court proceedings, including the use of Case Center to upload, organize, and manage court materials.
• Issue Orders and assist with related court documentation processes.
• Communicate professionally with clients, opposing counsel, courts, experts, service providers, and other external stakeholders.
• Assist with billing and financial administration, including preparation of accounts, requesting and issuing invoices, processing payments and deposits, coordinating payment of third‑party invoices and disbursements, and liaising with accounting staff on accounts receivable and payable matters.
• Organize and submit expense reports and assist with administrative financial tracking as required.
• Coordinate with other support staff (law clerks, assistants, records, and mailroom) to ensure timely and accurate completion of work, and provide support across files as needed.
• Act as a point of contact on assigned files, including responding to client and file-related inquiries when lawyers are unavailable.
• Handle sensitive and confidential information with discretion and professionalism.
• Perform other duties as required to support the efficient administration and operation of the practice.

Requirements

• Legal Assistant experience, or an equivalent combination of education and experience.
• At least three (3) years of experience as a Legal Assistant in a legal environment; family law experience is an asset.
• Strong understanding of the Ontario Rules of Civil Procedure, including court procedure, service requirements, deadlines, and court forms.
• Highly organized, with strong attention to detail and the ability to manage competing deadlines.
• Self‑motivated and proactive, with the ability to anticipate needs and take the appropriate next steps.
• Strong verbal and written communication skills, with a professional and client‑focused approach.
• Sound judgement, critical thinking and strong problem-solving skills.
• Ability to work both independently and collaboratively in a team environment.
• Demonstrated commitment to high‑quality client service, confidentiality and professionalism.
• Strong Microsoft Office skills and comfort quickly learning firm‑specific systems.
• Experience with legal software such as DivorceMate, iManage, ACL, Case Center and/or OneDrive is an asset.
• Comfort working with technology in a remote or hybrid environment.

Benefits

• Health, Extended Health, Dental and Vision care
• LTD insurance
• Life insurance
• Parking/Transit reimbursement
• RRSP matching program
• Paid Volunteer Time
• Referral Bonus
• Employee Assistance Program