Location: Markham, ON
Job Type: Full-Time (Monday to Friday 9AM-5PM)
Work Model: In-Office or Remote (hybrid is also an option)
About Us
We are a small and experienced boutique Long-Term Disability (LTD) law firm serving clients throughout Ontario. While we are small in terms of our staff and file load, we are busy focusing on providing exceptional service to our clients. Our approach to client service is trauma-informed and we value responsiveness and results for our clients. We are seeking a highly organized, self-disciplined, detail oriented, reliable, empathetic Legal Assistant to join our team in a full-time role.
Position Summary
This role provides administrative support to our lawyers and clients throughout our clients’ LTD cases. You will be responsible for significant correspondence and organization of documents (such as requesting, tracking, filing productions) and some client communication from the initial intake to obtaining status updates to closing files. As well, you will be scheduling for lawyers, file management, records requests, and general administrative support. The ideal candidate must be comfortable using Google Workspace, Clio Manage and Clio Grow, and Ring Central (or similar programs); speaking with clients experiencing serious health issues; and be able to manage deadlines and tasks independently and with very little supervision. Training will be provided and ongoing support while learning the role will be available, as needed.
Key Responsibilities
Records & Reports
- Timely requests and follow ups on:
- medical reports/clinical notes & records
- employment records
- insurer documentation
- expert reports (where applicable)
- Maintain an organized record request tracker and ensure timely follow-ups
Client Communication & Intake
- Answer incoming calls and emails professionally
- Conduct initial client intakes (gathering medical/employment/benefits information)
- Follow up with prospective clients and existing clients
- Maintain compassionate, timely, and clear communication with vulnerable clients
File Opening & Administration
- Open and maintain files (Clio and Google)
- Prepare and send retainers and onboarding documentation
- Track signed retainer returns and follow up as needed
- Organize correspondence, notes, and key documents in the client file
- Diarize limitation periods
- Coordinate documentation and briefs for discoveries and mediations
Scheduling & Litigation Support
- Schedule client calls and lawyer calls
- Coordinate discoveries, mediations, and related appointments
- Prepare scheduling correspondence and confirmations
- Assist with document management and preparation for litigation events like mediations and discoveries
- Drafting Statements of Claim using precedents and Affidavits of Documents.
Closing Files
- Prepare closing letters and ensure proper file wrap-up
- Confirm outstanding accounts/disbursements are handled
- Obtain sensitive banking information from clients for transfers
- Ensure file documentation is complete and organized
- Request Google reviews if appropriate
Qualifications / What We’re Looking For
- Prior training and experience as a law clerk and/or legal assistant
- If limited experience, then a high motivation to learn and high level of trainability
- Experience in disability law, personal injury, or insurance litigation is an asset
- Strong communication skills (phone and email) and confidence speaking with clients who are disabled (including those with mental health issues)
- Excellent organization, time management, attention to detail, and follow-through
- Ability to manage multiple files, tasks and deadlines independently, as we prefer not to micro manage
- Comfortable working in a paperless environment
- Ability to work as part of a small close knit team remotely and in-person
Technical Skills
- Google Workspace (Gmail, Drive , Docs, Sheets)
- Clio Manage and Clio Grow (or similar) is an asset
- Ring Central for phone
- AI such as Gemini, Claude, Open AI
Compensation & Benefits
- Competitive compensation based on experience and in line with law firms of similar size and location
- Remote or in-office, or a combination are available options to the appropriate candidate.
- Supportive team environment.
- Opportunity to grow in a specialized area of law.
- Possibility of benefits and bonuses, for longer term employment.
Job Type: Full-time
Potential Benefits:
- Casual dress
- Company events
- Dental care
- Extended health care
- On-site parking
- Wellness program
- Work from home
Work Location: Hybrid remote in Markham, ON
Job Type: Full-time
Pay: $50,000.00-$60,000.00 per year
Benefits:
- Casual dress
- Company events
- Dental care
- Extended health care
- On-site parking
- Paid time off
- Wellness program
- Work from home
Work Location: Hybrid remote in Markham, ON
