Legal Operations Assistant (Remote)
Independent Contractor Position
10–15 hours per week to start (with opportunity for additional hours as the business grows)
Compensation: $20–24/hour, based on experience
About Ontario Law Clerk Services
Ontario Law Clerk Services is a growing remote law clerking business providing real estate and corporate law clerking services to lawyers throughout Ontario. We pride ourselves on being organized, responsive and detail-oriented while delivering exceptional support to our clients.
We’re looking for someone who loves creating order, improving processes and making busy professionals’ lives easier. If you’re the type of person who notices what needs to be done before you’re asked, enjoys finding more efficient ways of doing things, and takes pride in exceptional organization, we’d love to hear from you.
This is a remote independent contractor position with flexible working hours (10–15 hours per week to start); however, the successful candidate must be available and responsive during regular business hours (Monday to Friday, 9:00 a.m. – 5:00 p.m.).
Preference will be given to applicants located in or near Smiths Falls, Merrickville or the surrounding area, as occasional in-person meetings may be required during onboarding and periodically thereafter.
Responsibilities
Email & Communication
- Monitor the shared inbox throughout the business day.
- Save incoming documents to the appropriate Google Drive folders.
- Organize, file and maintain email folders.
- Create and maintain email filters.
- Forward new client files and other time-sensitive matters to Amanda.
- Forward incoming faxes, tax certificates and other documents to the appropriate law clerk.
- Assist with drafting routine correspondence, as requested.
Document & File Management
- Maintain an organized Google Drive filing system.
- Ensure documents are consistently named and properly filed.
- Keep templates and administrative documents current.
- Assist with creating, updating and maintaining client-specific Standard Operating Procedures (SOPs).
Calendar & Client Administration
- Update residential closing dates daily.
- Track amendments and revised closing dates.
- Maintain client information, fee schedules, conveyancing software details and agreement renewal dates.
- Organize client intake forms and administrative records.
Marketing & Social Media
- Schedule social media content.
- Assist with maintaining the marketing calendar.
- Review social media analytics to identify top-performing content and trends.
- Assist with blog formatting, website updates and other marketing initiatives, as required.
General Administration
- Data entry and spreadsheet management.
- Internet research and special projects.
- Assist with developing and improving administrative systems and processes.
- Other administrative duties reasonably related to the role.
Qualifications
Required
- Minimum five (5) years of administrative experience.
- Legal administrative experience is strongly preferred.
- Excellent organizational skills with exceptional attention to detail.
- Outstanding written communication skills.
- Ability to prioritize competing tasks and work independently.
- Professional, dependable, proactive and resourceful.
- Comfortable working in a fully remote environment.
- Ability to maintain strict confidentiality (successful applicant will be required to sign a Confidentiality Agreement).
Technical Requirements
- Personal computer (Windows or Mac).
- Reliable high-speed internet connection.
- Quiet home office.
- Available during regular business hours (Monday to Friday, 9:00 a.m. – 5:00 p.m.), although hours worked may be flexible.
- Comfortable participating in meetings via Google Meet.
Proficiency With
- Google Workspace (Gmail, Drive, Calendar and Sheets)
- Microsoft Word
- Canva
- Instagram, Facebook and LinkedIn
Assets
- Experience working remotely.
- Experience supporting lawyers or other professionals.
- Familiarity with Ontario real estate transactions.
- Experience using AI tools such as ChatGPT.
- Located in or near Smiths Falls, Merrickville or the surrounding area.
Why Join Ontario Law Clerk Services?
This is an opportunity to become part of a growing business where your contributions will truly make a difference. As a small team, every improvement you make has a direct impact. We’re looking for someone who enjoys taking ownership of their work, creating efficient systems and helping a business continue to grow.
In return, you’ll enjoy:
- A fully remote position with flexible working hours.
- The opportunity to grow with the business and take on additional responsibilities over time.
- Meaningful work where your ideas and initiative are genuinely valued.
- A supportive, respectful and collaborative working environment.
- The opportunity to help shape systems and processes as the business continues to evolve.
How to Apply
Please email your résumé and a brief cover letter outlining:
- Why you’re interested in this position.
- What makes you a great fit for Ontario Law Clerk Services.
- A process or system you improved in a previous role and how it made a difference.
Shortlisted candidates will be invited to participate in an interview and complete a brief paid skills assessment designed to reflect the work performed in this role. The assessment may include email organization, document management, calendar updates, Google Drive organization and drafting routine correspondence.
Only applicants selected for an interview will be contacted.
Pay: $20.00-$24.00 per hour
Benefits:
- Flexible schedule
- Work from home
Work Location: Remote
