Job Description: Legal Assistant

Company: Summit Search Group
Location: Toronto, Ontario
Job Category: Legal Support Position
Job Type: Full-Time
Salary: Not Specified

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Legal Assistant

About Our Client:

Our client is a leading global law firm.

 

Position Scope:

Our client is growing so they are seeking Legal Assistants for their Corporate, Real Estate, and Wills & Estates groups. The successful candidates will be confident, reliable, and business-minded assistants; individuals with the ability to manage multiple tasks and adapt to changing priorities.

The Legal Assistants will be organized, discreet, detail-oriented, and have a client-first approach to work. In addition, the successful applicants must be team-oriented, and accustomed to working as a team with other assistants. Generally, the hours of work are from 9:00 a.m. to 5:00 p.m. ET with some flexibility required to meet client needs; pre-authorized overtime may be required. The Legal Assistants will be strong multi-taskers who enjoy working in a dynamic, fast-paced, professional environment.

 

Responsibilities of Legal Assistants, Corporate Group and Real Estate Group:

• For Legal Assistants, Corporate Group and Real Estate Group:
  • Drafting, preparing, and proofreading correspondence, accounts, and various transactional documents and forms.
  • Entering and maintaining lawyer’s dockets, and coordinating with the Accounting department, when necessary; as well as preparing detailed billings.
  • Dealing with and responding to client inquiries expeditiously and conducting follow up; as well as keeping the lawyers apprised of interactions in their absence.
  • Opening, maintaining, and putting away files; as well as maintaining precedent systems using firm protocols for knowledge management.
  • Processing incoming and outgoing mail; including maintenance of email accounts and managing bring forwards.
  • Preparing and updating cheque requisitions and expense reports.
  • Updating and maintaining client/matter lists and current client contact records electronically to meet firm requirements.
  • General administrative duties such as scheduling appointments and meetings, photocopying materials, booking meeting rooms, and making travel arrangements; as well as working with other related departments/services internally to provide documents and other materials on time to meet client needs.
  • Maintaining and organizing files, both electronic and hard copy as required.
  • Demonstrating a team approach; supporting and standing in for colleagues to cover absences; ensuring strict adherence to confidentiality; and providing accountability with relation to both internal and external clients to achieve outputs and goals for the department and the firm.
• For Estates Legal Clerk/Legal Assistant, Wills & Estates Group:
  • Supporting a senior Partner in a combined role; working as part of a team dedicated to drafting, executing, and archiving in a timely manner will, power of attorney, trust, estate administration, and related documentation for a range of clients; including business owners, professionals, and high net worth individuals.
  • Delivering detailed and complex Canadian will, power of attorney, trust, and estate administration services.
  • Implementing various planning and administration strategies to deliver on clients’ personal and business needs, including mitigation of risk.
  • Drafting a range of documents, forms, correspondence, and reporting letters for review by the firm’s lawyers.
  • Ensuring that documents and procedures are completed in a timely manner, including forwarding draft documents to clients for review, following up with clients for outstanding information, scheduling client meetings, acting as witness to client documents, and communicating with the estate courts in connection with ongoing matters.
  • Completing legal administrative tasks; including initiating conflicts checks and overseeing file openings, as well as billing and document production.
  • Ensuring that the firm’s lawyers are at all times advised on client-related issues that may come to the Legal Assistant’s attention.
  • Using technology and digital initiatives to enhance the client experience, including Zoom and Teams applications.
  • Reviewing work for quality, accuracy, and relevance.
  • Staying abreast of changes in will, power of attorney, and trust and estate law; as well as related regulation and policy.
  • Assisting with regular review and updating of precedent materials.

 

Required Skills and Knowledge:

• Passion for working in a team environment, willingness to help others, and comfort with sharing work assignments.
• Ability to produce a high quality and quantity of work, occasionally under tight timelines.
• Capable in meeting deadlines, working well under pressure, and taking initiative using sound judgment.
• Strong interpersonal and communication skills (both verbal and written).
• Excellent organizational/follow up skills; attention to detail, proofreading, and accuracy are required.
• Professional client and telephone manner, and a proven track record of working with confidential information.
• Must have excellent problem-solving and conflict resolution skills, the ability to work with little instruction or supervision, and be internally motivated. 
• Professionalism demonstrated with colleagues and clients, both in person and conversing by phone.
• Demonstrated commitment to privacy and ethical conduct.
• Flexibility and willingness to exercise initiative and good judgment.
• Ability to locate and research information efficiently, to use it effectively, and to evaluate the quality of the information.
• Excellent data analytic skills and reporting abilities.
• Ability to effectively prioritize and organize tasks.
• Capable of working both independently, and as part of a team.
• Ability to multi-task, proactively resolve any issues that arise, and work effectively under pressure in order to meet deadlines.
• Self-starter who takes initiative.
• Reliable and accountable.
• Bilingualism is an asset.
• Excellent technical proficiency in Microsoft Office applications. 
• Knowledge of accounting/docketing systems and data management systems (i.e. Elite, iManage, Tapp Time, and Emergent’s planning and estate modules).

 

Education and Experience:

• Post-secondary education in business or related discipline. Legal Administration and/or Law Clerk Diploma preferred.
• Preference will be given to previous experience gained within a large firm environment.
• For Legal Assistant, Corporate Group:
  • At least five (5) years of related experience, preferably in a corporate law firm setting.
  • Working knowledge of corporate law.
  • Demonstrated knowledge of procedures, with a sound understanding of corporate transaction documents.
• For Legal Assistant, Real Estate Group:
  • A minimum of three (3) to five (5) years of experience in the area of Commercial and Residential Real Estate, and knowledge of drafting various documents for all stages of a real estate transaction.
  • Solid work experience in a legal environment with exposure to commercial real estate transactions.
• For Estates Law Clerk/Legal Assistant, Wills & Estates Group:
  • Comprehensive knowledge of Ontario will, power of attorney, trust and estate law as evidenced by at least five (5) years of relevant full-time work experience.
  • Transactional and/or planning experience is essential.

 

 

Summit Search Group is a fair and equitable search firm. We welcome and encourage applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the recruitment and selection process.