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About the Role

The Legal Practice Assistant is responsible for the administrative side of the principal’s practice, providing key support in client relations, financial functions, file management, business development, and project management.

Responsibilities

Coordinate travel arrangements, prepare itineraries and travel expense reports.
Complete LSUC renewal applications and track CPD credits.
Update bios, internal and external conferences, and liaise with Boards.
Prepare client correspondence in accordance with firm requirements.
Update contact names and addresses in Interaction and other client databases.
Coordinate client meetings, schedule boardrooms, and arrange catering or audio-visual equipment.
Update calendars for assigned principals, including meetings, appointments, due dates, and client-related activities.
Handle and review incoming mail, email, and fax communications, arranging for specialized mail/courier/messenger services.
Receive, handle, screen, and/or direct incoming calls.
Respond to routine inquiries and requests from clients, and take messages.
Respond promptly to requests and work collaboratively with other departments.
Provide backup support to other Legal Practice Assistants.
Work cooperatively with team members in scheduling time off to ensure principals are well supported.
Coordinate activities with other departments and staff.
Liaise and work closely with Document Specialists and Support Assistants to ensure tasks are completed in a timely manner.
Participate in assigned projects and initiatives.
Partner with principals to ensure docket time is entered by set deadlines.
Monitor and review outstanding WIP to ensure timely billing.
Prepare, print, and review prebills using 3E billing workflow and functionality, revising according to client billing guidelines and firm standards.
Ensure invoices are sent to clients in a timely manner.
Prepare cheque requisitions to initiate payment of third-party invoices and filing fees.
Prepare various reports related to time/billing information.
Proactively monitor specific clients and/or matters with Alternate Fee Arrangements, ensuring special rates and discounts are applied.
Monitor budget thresholds and update billing principals on status.
Prepare engagement letters and coordinate new file openings, matter intake, conflict search, and audit requests with the Conflicts and Records team.
Maintain and organize files for easy retrieval by principals.
File/scan all paper or electronic correspondence/records into the firm's document management system.
Coordinate with various departments to compile necessary correspondence/documents for Pitches and Request for Proposals.
Assist principals with matter/project management support, including setting up and preparing reports, and monitoring project items and budget information.

Requirements

5+ years related experience, preferably within a legal professional services firm.
Strong 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 simultaneously.
Exceptional attention to detail, efficiency, and organization.
Proactive and takes initiative.
Ability to work well independently and collaboratively within a team environment.
Ability to work in a high-pressure environment.
Flexibility to occasionally work overtime.
All offers of employment are subject to background checks, including criminal record checks, social media checks, and employment and educational background checks.

Skills

MS Office product suite
Client service
Communication (verbal and written)
Interpersonal skills
Attention to detail
Organization
Initiative
Teamwork
Time management
Problem-solving

Location

Hybrid

Work Type

Hybrid
Full-time

Experience Level

5+ years

Education Level

Legal Assistant diploma or post-secondary degree/diploma in Office Administration

Salary/Compensations

CAD $60,700.00/Yr. - CAD $82,200.00/Yr.

Benefits

Accommodations are available for applicants with disabilities.

About the Company

At Torys, we are committed to diversity in the recruitment, retention and advancement of our people.
We believe that diversity of backgrounds, experience and perspectives enhances the quality of our work and enriches our lives.
We are committed to fostering an inclusive and accessible work environment.

Equal Opportunity

We are committed to diversity in the recruitment, retention and advancement of our people.
We believe that diversity of backgrounds, experience and perspectives enhances the quality of our work and enriches our lives.
We are committed to fostering an inclusive and accessible work environment.
Accommodations are available for applicants with disabilities.