Legal Assitant - Leasing

Drafting and preparing lease-related documentation and general correspondence from instructions, notes, and established precedents, ensuring accuracy and proper formatting.

Coordinating and monitoring critical dates, deadlines, and meetings, including active management of lawyers’ Outlook calendars.

Assisting with lease closings, execution processes, and maintaining closing documentation and tracking systems.

Managing incoming and outgoing communications, including telephone calls, email correspondence, and physical mail, and responding or redirecting as appropriate.

Opening and closing client files (electronic), maintaining detailed matter records, and organizing documents within the firm’s document management system.

Preparing monthly billing summaries and draft accounts, reviewing entries for completeness and accuracy, and liaising with the Finance department regarding electronic billing requirements.

Entering time dockets into the accounting system when required.

Providing general administrative support, including booking meetings, coordinating travel, and collaborating with internal departments to ensure timely delivery of client materials.

Prioritizing competing tasks and adjusting workflow as necessary to meet deadlines.

Assisting colleagues during peak periods or absences to ensure seamless team support.

Performing additional administrative duties as required.

2–3 years of experience in a comparable legal assistant role; exposure to commercial leasing or real estate law is considered an asset.

Completion of a Legal Assistant or Law Clerk diploma program (post-secondary).

Strong proficiency in Microsoft 365 (Word, Excel, Outlook, PowerPoint, Teams) and document management systems commonly used in legal environments.

Experience with legal accounting/time entry software is required.

Comfortable working with PDF editing software (e.g., Kofax Power PDF or Adobe).

Excellent organizational and time-management abilities, with the capacity to manage multiple deadlines.

Ability to work independently with minimal supervision while remaining collaborative within a team.

Strong problem-solving skills and adaptability when learning new systems or processes.

Exceptional attention to detail and proofreading capability.

Professional judgment and discretion when handling confidential matters.

Client-service oriented mindset and commitment to producing high-quality work.