Supporting a team of Patent Prosecution principals in the Intellectual Property (IP) department, the Legal Practice Assistant is responsible for managing the administrative side of their practice.

Principal/Client Support

• Act as key contact for all matters relating to:
  
  • coordinating travel arrangements, preparing itineraries and travel expense reports;
  • completing LSUC renewal applications, and tracking CPD credits; and
  • updating bios, internal and external conferences, and liaising with Boards, etc.
• Prepare client correspondence in accordance with the requirements set by the principal/practice group, as required.
• Update contact names and addresses in Interaction and any other client databases.
• Coordinate client meetings, schedule boardrooms, and arrange for catering or audio-visual equipment.
• Update calendars for assigned principals, which includes meetings, appointments, due dates and client-related activities (i.e., set up/maintain tickler system to ensure principals engage with clients on a regular basis).
• Handle and review all incoming mail, email, fax communications, and arrange for specialized mail/courier/messenger services as required.
• Receive, handle, screen, and/or direct incoming calls as directed by principals. Respond to routine inquiries and requests from clients, and take messages as required.
• Respond promptly to requests and work collaboratively with other departments and members of the firm.
• Provide backup support when other Legal Practice Assistants are absent, are at capacity, and/or managing multiple/difficult deadlines.
• Work cooperatively with others in their team/quad in scheduling vacation, breaks/lunches, and absenteeism time to ensure principals are well supported.
• Coordinate activities with other departments and staff as required (e.g., Facilities, Marketing, etc.).
• Liaise and work closely with Document Specialists and Support Assistants, as appropriate, to ensure tasks are completed within a timely manner.
• Participate in projects and initiatives as assigned.

Financial Functions

• Partner with principals to ensure docket time is entered by set deadlines and follow up with principals as required.
• Monitor and review outstanding WIP (Work In Progress) to ensure timely billing.
• Prepare, print and review prebills (e.g., monthly, quarterly or on request) using 3E billing workflow and functionality, and revise according to client billing guidelines and Firm standards and policies. Ensure invoices are sent to clients in a timely manner.
• Prepare cheque requisitions as required to initiate payment of third-party invoices and filing fees.
• Prepare various reports (e.g., spreadsheets) related to time/billing information for principals and/or clients.
• Proactively monitor specific clients and/or matters when Alternate Fee Arrangements are in place. Ensure special rates and discounts are applied to invoices. Actively monitor budget thresholds and update billing principals on status.

File Management

• Prepare engagement letters and work with the Conflicts and Records team to coordinate new file openings, matter intake, conflict search and audit requests.
• Maintain and organize files to ensure they are easily retrievable by principals, and file/scan all paper or electronic correspondence/records into the firms document management system. Work with Support Assistants, as required, to store client files as appropriate within firm guidelines.

Business Development

• Coordinate with various departments to ensure all necessary correspondence/documents are compiled for Pitches and
• Request for Proposals (i.e., principal bios, billing rates, etc.).

Project Management

• Assist principals with matter/project management support as required (e.g., set up and prepare reports, proactively monitor and track project items and related budget information).

Qualifications

• Legal Assistant diploma or post-secondary degree/diploma in Office Administration is required.
• 5+ years related experience, preferably within a legal professional services firm.
• Experience with Improtech or other Intellectual Property systems is desired.
• Must have strong knowledge of legal terms, documents and procedures.
• Proficient in MS Office product suite.

Core Competencies

• Strong client service orientation combined with the ability to manage multiple client needs at the same time.
• Excellent communication (verbal and written) and interpersonal skills.
• Exceptional attention to detail, efficient and organized. 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.

This position is part of our hybrid work model with 4 days in the office per week. As part of our onboarding, new hires are required to be in the office more often for the first few months of employment to ensure they receive the requisite cross training.