Our client, a well-established and highly regarded law firm in downtown Vancouver, is seeking an Administrative Assistant to provide dedicated support to a team of 2–3 lawyers. This is a key role for a polished and highly organized professional who thrives in a fast-paced legal environment and enjoys balancing practice support, project coordination, billing, and day-to-day administration.
This opportunity is ideal for someone who takes pride in producing high-quality work, delivers excellent client service, and is looking to grow their career within a collaborative and professional law firm setting.
Key Responsibilities
Practice and Administrative Support
Open, maintain, close, and archive client files
Collect and organize required client intake documentation, including compliance-related forms
Manage calendars, meetings, deadlines, contact lists, and bring-forward systems for assigned lawyers
Prepare expense reports, trust-related documentation, and mail forwarding materials
Answer and direct phone calls and respond to email inquiries
Communicate professionally with clients and external contacts as needed
Project and Document Coordination
Track the status of active matters and update internal project management tools
Maintain organized contact lists and project records
Monitor next steps, key contacts, and task ownership across ongoing files
Intake, organize, and route correspondence and documentation appropriately
Take meeting minutes and follow up on action items
Edit and format correspondence, agreements, reports, forms, and spreadsheets
Coordinate document execution and assemble final documentation packages
Billing and Financial Administration
Prepare WIP reports, pre-bills, and client invoices
Review billing for completeness and accuracy, including edits where required
Send invoices to clients and save supporting correspondence to file
Follow up on outstanding accounts receivable balances
Prepare trust documentation related to invoice payments
Team Support
Provide backup support to other legal support staff during absences
Assist with occasional shared reception coverage as needed
Qualifications
2+ years of experience in an Administrative Assistant role providing support to managers or senior level executives ideally within professional services, a law firm is a plus
Strong proficiency with Microsoft Office Suite, Adobe, and legal or document management software
Experience with tools such as Litera Compare, Cosmolex, iManage, BC Online, DocuSign, MyLTSA, or similar platforms is considered an asset
Excellent technical, formatting, and document production skills
Strong attention to detail and a commitment to high-quality work
Proven ability to manage multiple priorities in a busy and high-volume practice
Professional, positive, and service-oriented approach
Strong communication skills, both written and verbal
Ability to work independently while also contributing as a collaborative team member
Sound judgment and discretion in handling confidential and sensitive matters
If this sounds like the role for you, please apply today! Please reference job number 05060-0013498159 in all correspondence.
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