The Legal Assistant is responsible for providing administrative and document-related support to principals.

Principal/Client Support

• Prepare client correspondence in accordance with the requirements set by the principal/practice group, as required. 
• Under legal professional supervision, prepare initial drafts of routine documents based on precedents, revisions, comparisons, track changes and database entry. 
• 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 Assistants are absent, are at capacity and/or managing multiple/difficult deadlines.  
• Coordinate activities with other departments and staff as required (e.g., Facilities, Marketing, etc.).  
• Liaise and work closely with Legal Document Specialists and Support Assistants, as appropriate, to ensure tasks are completed within a timely manner. 
• Participate in projects and initiatives as assigned.  
• Act as key contact for all matters relating to: 
  
  • coordinating travel arrangements, preparing itineraries and travel expense reports;  
  • completing Quebec Bar renewal applications, and tracking CPD credits.

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 cheque requisitions as required to initiate payment of third-party invoices and filing fees  

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, 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.

• Legal Assistant diploma or post-secondary degree/diploma in Office Administration is required. 
• 4 years related experience, preferably within a legal professional services firm. 
• Must have strong knowledge of business legal terms, documents and procedures. 
• Proficient in MS Office product suite.
• Strong client service orientation combined with the ability to manage multiple client needs at the same time. 
• Excellent communication (verbal and written with bilingual proficiency) 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 under pressure. 
• 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.

This job posting is for an existing vacancy.

Salary will be determined based on the candidate's skills, experience, and qualifications.

We are committed to leveraging innovative tools to enhance our recruitment process. As part of this, we use AI-powered tools to assist in the initial stages of candidate shortlisting and screening. These tools help us evaluate applications more efficiently and consistently by focusing on qualifications, experience, and skills relevant to our roles. Although we use this technology, all applications are reviewed, and decisions made by our Human Resources team to ensure fairness and alignment with our firm policies. If you have any questions or concerns about this process, feel reach out to us at firmadminrecruiting@torys.com.