$3 - $5 Posted:
Job Description
Legal Administrative Assistant
Toronto, ON (Hybrid) 4 days in office
We're looking for a highly organized and proactive Legal Administrative Assistant to provide comprehensive support to our team of professionals. This role offers the opportunity to work in a dynamic environment, handling administrative, financial, and client-related tasks that ensure the smooth operation of legal matters.
What You'll Do
- Serve as a key contact for scheduling, travel arrangements, correspondence, and client engagement.
- Update and maintain contact information, calendars, and internal databases.
- Coordinate client meetings, boardrooms, catering, and audio-visual support.
- Handle incoming calls, mail, and email communications professionally and efficiently.
- Provide backup support to colleagues as needed to ensure consistent coverage.
- Collaborate with internal teams such as Marketing, Facilities, and Document Specialists to complete tasks promptly.
Financial Administration
- Partner with principals to ensure accurate time entry, billing, and tracking of outstanding invoices.
- Prepare, review, and revise pre-bills and invoices according to client guidelines and internal standards.
- Process cheque requisitions and other payments for third-party invoices and filing fees.
- Generate reports related to time, billing, and project budgets, and monitor alternate fee arrangements.
Project Support
- Prepare engagement letters and assist with matter intake, conflict searches, and file audits.
- Maintain organized, retrievable electronic and paper files in compliance with internal procedures.
- Support principals with project management tasks, including tracking deliverables, budgets, and reporting.
Marketing Support
- Coordinate materials for proposals and pitches, including principal bios, billing rates, and other documentation.
What You Bring
- Legal Assistant diploma or post-secondary degree/diploma in Office Administration.
- 3-5+ years of experience supporting legal or professional services teams.
- Strong knowledge of legal terminology, documents, and procedures.
- Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
- Excellent organizational skills, attention to detail, and ability to manage multiple priorities.
- Strong communication and interpersonal skills.
- Ability to work independently, collaboratively, and under pressure.
- Flexibility to occasionally work overtime as required.
Why You'll Love Working Here
- Work in a collaborative and professional environment with supportive colleagues.
- Gain exposure to a variety of legal and administrative functions.
- Opportunity to develop your career and strengthen your skills in legal administration.