Legal Assistant - Corporate Securities

Overview

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 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.

Administrative

• Manage calendars, ensuring they are up to date and reminding lawyers of meetings on a daily basis
• Arrange meetings, book conference rooms, refreshments, check rooms prior to meetings, 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 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 deal with as appropriate, ensuring 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 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

• 3-5 years of Legal Administrative Assistant experience
• Experience with in 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 provides a comprehensive benefit package and generous salary.

Apply today!