Job Details

The Administrative/Legal Assistant is responsible for providing administrative and document-related support to principals, and other administration-related tasks including covering reception.

• Greet visitors in a professional and courteous manner, provide and keep track of access cards for all visitors, offer refreshments (as required), and direct to appropriate waiting area.
• Responsible for opening the office at the start of day (i.e., emptying the dishwasher, boardroom setup, office tidiness, etc.) and organizing and maintaining the supply storeroom. Manage the delivery of supplies which includes stocking kitchen, cleaning, and office supplies (i.e., paper, pens, etc.). 
• Maintain printing services including managing request service and monitoring inventory levels to ensure the copier is adequately stocked.
• Provide administrative support to principals (lawyers and paralegals) which includes travel arrangements, expense reports, boardroom bookings, cheque requisitions, filing, arranging courier packages, handling and reviewing incoming mail/email/fax communications, photocopying, printing, binding, and any other administrative assistance as required. 
• Create various legal and other documents/agreements through copy typing, transcription, scanning or other methods. Document work includes converting styles, performing mail merges, inserting media into presentations, cross-referencing, indexing, creating tables, working with graphs, charts and objects, using graphics applications, etc.
• Assign lawyers to review non-disclosure agreements, pricing supplements, and related closing documents.
• Maintain and organize files to ensure they are easily retrievable by principals, file/scan all paper or electronic correspondence/records into the firm’s document management system.
• Proofread and quality-check documents for appropriate formatting, spelling, grammar, and clarity.
• Respond promptly to requests and work collaboratively with other departments/members of the Firm.
• Participate in training, initiatives, and projects as required.

• Post-secondary degree/diploma in Office Administration is an asset.  
• 2-3 years related experience, preferably within a legal professional services firm with working knowledge of legal terms, documents, and procedures.
• Proficient in MS Office product suite. 
• Strong client service orientation combined with the ability to manage multiple client needs at the same time.
• Excellent communication skills (verbal and written) with the ability to interact with individuals at all levels within the organization.
• Strong interpersonal skills with the ability to work well both independently and collaboratively within a team environment.
• Excellent organizational and time management skills to effectively prioritize and meet deadlines with minimal supervision.
• Exceptional attention to detail with strong formatting, proofreading and redacting skills.
• Sound judgment including the ability to deal with confidential information with utmost discretion.
• Determined with a can-do approach.
• Flexibility to occasionally work overtime.

This position is part of our hybrid work model with four days in the office per week. As part of our onboarding, new hires are required to be in the office five days a week for the first five months of employment to ensure they receive adequate cross training.