We are currently recruiting for a Legal Assistant within a litigation team on behalf our client, a downtown law firm. This role will serve as a trusted partner to senior leadership within the group, while also supporting Partners and Associates. The successful candidate will proactively and independently manage day-to-day practice operations and provide high-level administrative, strategic, and client service support to enhance efficiency, responsiveness, and overall practice effectiveness.
The successful candidate will be highly organized, discreet, detail-oriented, and solutions-focused, with strong communication and relationship management skills and the ability to anticipate needs and manage competing priorities in a fast-paced environment.
A client-first, team-oriented approach is essential, with the ability to collaborate effectively with other assistants and business professionals. The role requires flexibility to meet client and business needs, including occasional pre-authorized overtime, with a hybrid working model and standard hours of 9:00 a.m. to 5:00 p.m.
Responsibilities :
- Open, maintain, and manage client files, including conflict checks, matter intake, engagement letters, contact records, bring-forward systems, and file organization in accordance with firm policies and procedures.
- Provide comprehensive practice management support, including managing lawyers’ workflows, calendars, deadlines, meetings, travel, hospitality arrangements, and client communications (both professional and personal as required).
- Coordinate meetings and appointments, including scheduling, preparing agendas, organizing attendees, arranging facilities, and ensuring all logistics are in place.
- Proactively monitor communications and keep senior lawyers informed of matters requiring attention.
- Support administrative needs of lawyers, including managing calendar entries (both professional and occasional personal appointments) and preparing and submitting expense and benefit reimbursement claims.
- Manage the full billing cycle, including time entry, docket maintenance, expense processing, pre-bills, invoice preparation, and coordination with lawyers, clients, and Finance regarding billing inquiries and discrepancies.
- Coordinate document workflow, including drafting, formatting, proofreading, finalizing, transcription, and distribution of correspondence, legal documents, and related materials while effectively utilizing document production resources.
- Respond to client inquiries, provide file-related follow-up, and act as a key contact for scheduling, documentation, and administrative matters.
- Maintain organized physical and electronic filing systems, process incoming and outgoing mail, manage email accounts and bring-forwards, and ensure records are maintained in compliance with firm standards.
- Support client development initiatives, including maintaining lawyer biographies, updating client relationship management databases, and assisting with pitch and marketing materials.
- Prepare cheque requisitions, expense reports, audit responses, and other accounting or administrative documentation as required.
- Provide general administrative and ancillary support to ensure the efficient day-to-day operation of the practice.
- Demonstrate a team approach; supporting and standing in for colleagues to cover absences; ensuring strict adherence to confidentiality; accountability in relation to both internal and external clients to achieve outputs and goals for the Department and the Firm.
- Other duties as assigned.
Qualifications:
- Completion of a recognized legal support program (Law Clerk, Legal Assistant, or Paralegal) or equivalent experience preferred.
- Experience supporting Partner practices while maintaining a high level of discretion, professionalism, and confidentiality.
- Minimum 3 years’ experience as a Legal Assistant in a law firm environment, ideally with experience in litigation and/or restructuring-type matters.
TDS Personnel is an equal opportunity employer committed to fostering an inclusive and accessible workplace in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA). Accommodations are available upon request for candidates participating in all stages of the recruitment and selection process.
Pay: $75,000.00-$85,000.00 per year
Work Location: Hybrid remote in Toronto, ON (Toronto District)
