Job Description
Legal Assistant - Securities
Toronto, Ontario
Hybrid work arrangement available on a permanent basis!
3 days remote & 2 days in-office!
Our client, a national law firm with offices in downtown Toronto is in need of a Corporate Legal Assistant to join its team. In this permanent full time role you will be expected to act as a workflow coordinator for other support services including delegating and reviewing the completion of document production, file management, copying/scanning work and other administrative work.
Key Responsibilities
The key responsibilities of this role are:
Administrative
- Manage calendars, ensuring they are up to date and reminding lawyers of meetings etc. on a daily basis
- Arrange meetings, book conference rooms, refreshments, check rooms prior to meetings etc. and liaise with other attendees, both internal and external
- Arrange for travel bookings and related details to be made through the support teams
- Arrange photocopying, printing, organizing couriers, sending out of letters, faxes etc.
- Arrange for files to be opened and closed, supervise general filing requirements and record keeping
- Coordinate/conduct conflict searches with the assistance of the Administrative Assistant
- Use effective systems to ensure that both short and long term tasks are completed within required timescales
- Support lawyers in marketing activities including involvement in preparation of pitches and presentations
Communication
- Take internal and external telephone queries, responding as appropriate and/or ensuring that all messages are passed on in a timely manner
- Monitor mail and/or e-mails and dealing with as appropriate and ensure that all client related correspondence is passed on to an appropriate lawyer if the relevant person is out of the office
- Liaise with administrative support departments on behalf of lawyers as required
- Liaise with the department’s Team Leader over any planned absences, arranging cover as necessary and communicating this to the relevant lawyers.
Client relationship management
- Take an active role in the care of clients and be wholly familiar with contacts/clients
- Enter, maintain and update client details and relevant information in the Firm’s CRM contacts system
- Deal with basic client queries and general administration
- Arrange client meetings
Document production
- Check correspondence, attachments, documents, reports, presentations, faxes etc. produced by the Document Production team before they are passed to the relevant lawyer and undertake basic/minor amendments where appropriate
- Type urgent/short/confidential correspondence and emails
- Produce and maintain Excel spreadsheets as required
Financial - Billing
- Assist lawyers and Practice Group Billing Coordinator in the billing and credit control process by liaising with the lawyer and accounts and to produce standard pre-bill financial/time reports through the system
- Send bills to clients, with appropriate covering documents
- Request cheques, bank transfers and paying in money received, as appropriate
Other duties and responsibilities
- In addition to providing support to the lawyer(s) to whom they report, a Practice Assistant will also provide assistance to their immediate colleagues in the department and, where practical, other departments
- Team duties will therefore include:
- Assisting other members of the firm, both proactively and at the request of the Team Leader
- Any other duties as requested by the Lawyers or Team Leader
Key Competencies
- 3 – 5 years of Legal Administrative Assistant experience;
- Experience within a Corporate Commercial or Corporate Securities law practice;
- Knowledge of law firm practices and procedures;
- Accurate typing speed of approximately 60 words per minute;
- Advanced knowledge of Microsoft Word, Outlook, Excel, PowerPoint, research tools and other systems implemented by the firm;
- Knowledge of iManage considered an asset;
- Ability to communicate in a professional manner with clients and lawyers;
- Ability to interact professionally with clients and all members of the firm;
- Excellent telephone manner and competent knowledge of telephone system
- Strong organizational skills and time management skills;
- Excellent attention to detail;
- Ability to follow instructions with minimal supervision and take initiative;
- Able to set priorities while maintaining flexibility;
- Conscientious, approachable and enthusiastic;
- A team player with excellent interpersonal skills.
This offer offers a comprehensive benefit package and generous salary!
Apply today!