The Legal Assistant is responsible for managing the administrative and operational aspects of the Principal’s practice, to ensure the practice runs smoothly and efficiently. This role works closely with Business Services teams to support client service delivery and overall practice management.

Principal/Client Support

• Develop and maintain an understanding of the Principal’s practice, priorities and working style, ensuring key workflows and requirements are documented and up to date.
• Manage and triage incoming communications, responding to routine inquiries, escalating urgent or sensitive matters in a timely manner, and saving email and related attachments to the firms document management system in adherence to firm guidelines.
• Prepare client correspondence in accordance with Principal and firm standards.
• Proactively manage Principal’s calendars, ensuring effective prioritization of commitments and adherence to key deadlines. Confirm that meetings are properly scheduled and supported with all required materials and accurate participant information.
• Manage all aspects of travel arrangements, including booking flights and accommodations, preparing detailed itineraries and expense reporting.
• Support Principals with professional regulatory and licensing requirements, including maintenance of professional memberships, completion of mandatory continuing education requirements, and related reporting. Maintain Principal’s biographies and coordinate participation in conferences and external activities in collaboration with Marketing & Business Development (“MBD”).
• Provide routine document support, including drafting, formatting, revising, proofreading, blacklining, and version control, partnering with Document Specialists on complex document production and advanced technical formatting requirements.
• Coordinate team coverage to ensure continuous administrative support to Principal, including during absences, vacations, and peak workload periods.
• Liaise with Document Services, Support Assistants and other administrative resources to coordinate work requests, monitor progress, review completed tasks for accuracy and maintain established timelines.
• Build strong working relationships across Business Services teams to resolve issues, streamline processes, and support timely completion of deliverables.
• Provide support and guidance to colleagues and new hires.
• Contribute to firm‑wide initiatives, process improvements, and special projects in support of firm priorities.

Financial Functions 

• Partner with Principal to ensure daily docket entry in accordance with established deadlines and guidelines, following up as required.
• In collaboration with the billing team, manage end-to-end billing workflows, including monitoring Work in Progress (“WIP”), preparing and reviewing proformas, and ensuring accuracy of narratives, discounts, and fee arrangements. Confirm invoices are finalized and issued in accordance with client guidelines and firm standards.
• Monitor matters with alternative fee arrangements, maintaining accuracy of agreed rates and discounts, monitoring budgets, and delivering regular financial updates to Principal.
• Prepare and maintain time and billing reports for Principal and/or clients, noting financial status, trends, and outstanding items to be addressed as required.
• Facilitate payment of third‑party invoices and filing fees, ensuring accuracy, appropriate approvals, and timely submission in accordance with vendor requirements.
• Manage expense processing in accordance with established deadlines and guidelines, including reviewing, submitting, and following up on expense reports as required.

Risk Management 

• Prepare draft engagement letters for Principal review and support new matter intake processes, including file openings, conflict searches, and review of outside counsel guidelines to ensure compliance with matter requirements.
• Oversee the organization of client electronic files within the document management system, maintaining accessibility, consistency, version integrity and completeness, in adherence to firm guidelines.
• Manage the lifecycle of external file-sharing activities, from creation to maintaining appropriate access permissions, secure document exchange, and compliance with client confidentiality requirements and firm policies.
• Monitor inactive matters and trust balances, collaborating with Principal to ensure timely follow-up, closure of matters, resolution of balances, and updates to records in accordance with firm policies and document retention requirements.
• Coordinate and support audit requests in accordance with firm risk management requirements, liaising with internal stakeholders as needed.

Marketing and Business Development

• Coordinate with Business Services teams to compile all necessary correspondence/documents for pitches and Requests for Proposal (RFP’s) (e.g., Principal bios, billing rates, etc.).
• Maintain client and contact information in InterAction and related systems.
• Support Principal’s business development activities, ensuring initiatives are coordinated and accurately recorded in Interaction for tracking and reporting purposes.
• Partner with Principal and MBD teams on Chambers submissions, client‑driven initiatives, and firm‑sponsored events (e.g., Munk Debates), including supporting the planning and delivery of non‑billable Continuing Legal Education (“CLE”) sessions.
• Coordinate client meetings and events, managing logistics including boardroom bookings, venue selection, catering, gifting, and audio-visual requirements. Partner with internal event teams as required to support complex events, ensuring alignment with client guidelines and firm standards.
• Support business development trips by coordinating calendars, preparing client and law firm itineraries, and tracking follow-ups and client touchpoints.

Practice Specific Support

• Prepare, revise and manage litigation documents and court materials (e.g., pleadings, motion records, affidavits, affidavits of documents, factums, books of authorities, compendiums, bills of cost, appeal books, and mediation briefs) ensuring accuracy, completeness, and compliance with applicable court rules, practice directions and jurisdictional requirements.
• Coordinate filing, service and court-related processes across jurisdictions, utilizing appropriate court systems, legal technology tools and e-filing platforms.
• Monitor and track litigation deadlines, hearing dates, procedural timelines, limitation-related requirements, and other key milestones, coordinating with established department processes to support effective matter management.
• Support examinations, mediations, hearings, trials, and appeals by coordinating logistics, preparing materials, and ensuring administrative requirements are completed in accordance with applicable procedures and timelines.

Qualifications

• Post-secondary diploma in Office, Legal or Executive administration or other related programs.
• 3-5 years related experience, preferably within a legal or professional services firm.
• Strong knowledge of British Columbia litigation procedures, court requirements, filing processes, and legal technologies, with the ability to maintain current knowledge as practices, rules, and technologies evolve.
• Must have strong knowledge of legal terms, documents, and procedures.
• Experience using legal and administrative software applications, including document management systems, time entry and billing platforms, and client relationship management tools.
• Strong working knowledge of legal practice operations, including billing processes, alternative fee arrangements, file management, and client service expectations.
• Proficient in MS Office product suite.

Core Competencies

• Demonstrates a strong commitment to client service, effectively managing competing priorities and responding to client needs.
• Communicates clearly and effectively, both verbally and in writing, and works well with others.
• Demonstrates initiative and resourcefulness in identifying solutions and using available information and resources to address issues.
• Adapts to and effectively uses new technologies, including AI and emerging tools, to support their work.
• Works in an organized, proactive and efficient manner, with strong attention to detail.
• Takes ownership and accountability for their work and exercises sound judgment.
• Works effectively both independently and as part of a team.
• Remains responsive and effective when managing multiple priorities in a fast-paced environment.
• Handles sensitive client and firm information with appropriate confidentiality and discretion.
• Builds and maintains effective working relationships across Business Services to support collaboration.
• Demonstrates flexibility and responsiveness to business needs, including working additional hours and maintaining an in-office presence as required.

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.

At Torys, we are committed to diversity in the recruitment, retention and advancement of our people. We believe that diversity of backgrounds, experience and perspectives enhances the quality of our work and enriches our lives. We are committed to fostering an inclusive and accessible work environment. Accommodations are available for applicants with disabilities. If you require immediate accommodation at any time during the recruitment process, please contact Jenny Tavares, Director, Human Resources at jtavares@torys.com.

All offers of employment are subject to background checks. This process includes criminal record checks, social media checks, and employment and educational background checks.