Administrative Assistant

Borden Ladner Gervais LLP; Ottawa; Presencial; CAD 45 000 - 46 000; Tempo integral

Resumo da oferta

BLG, Canada’s Law Firm, is seeking an Administrative Assistant to perform file management and general administrative tasks for lawyers, PAs, and clerks. The role involves opening files, processing invoices, logging documents in the practice management system, and ensuring electronic files stay up-to-date.

The ideal candidate has a law-related diploma, at least one year of administrative experience, excellent English prose, and strong MS Office skills.

Qualificações

• Post-Secondary Law Clerk, Paralegal or Legal Administration diploma.
• A minimum of 1 year administrative experience in an office environment ideally with exposure to Intellectual Property law.
• Superior written communication skills in English with excellent attention to detail.
• Advanced technical skills in MS Office (Word, PowerPoint, Excel, and Outlook) and commitment to staying up-to-date with technology.
• Ability to take initiative and work under pressure.

Responsabilidades

• Receive and process file management requests and maintain accurate statuses on files.
• Opening new files and running daily due lists with deadlines.
• Return or add documents to existing client electronic files and process associate invoices for payment.
• Work with the practice management system to log and record documents and handle archive retrieval requests.
• Assist with KYC and conflict checking procedures and maintain tidy work areas.

Conhecimentos

MS Office

Attention to detail

Teamwork

Multi-tasking

Communication

Formação académica

Post-Secondary Law Clerk, Paralegal or Legal Administration diploma

Ferramentas

Practice management system

Descrição da oferta de emprego

We are BLG: Canada’s Law Firm. Our culture is one of vigilance and curiosity, Firm-wide collaboration, unfailing mutual respect and dedication. We pride ourselves on having standout talent and delivering an exceptional client experience. We are a future-minded Firm delivering high-value advice and known for our unwavering commitment to innovation, diversity and inclusion, community involvement and talent development. Learn more about us at www.blg.com.

Purpose of Role

The Administrative Assistant will perform all administrative and file management tasks requested by Lawyers, PAs, Clerks, and other support functions. This includes file opening, copying, filing, archive management, scanning and completing general administrative duties as required. Filing, copying, scanning and general administration is an integral part of the operation of the firm and within this role the Administrative Assistant will be required to complete duties for extended periods of time during each day.

Key Responsibilities

Administration and File Management

• Receive and process file management requests, including maintaining accurate statuses on files
• Opening new files
• Running daily due lists and advising group of deadlines where applicable
• Return or add documents to existing client electronic files
• Processing associate invoices for payment
• Work with the practice management system to log and record documents
• Handle and administer closed electronic files as requested, including handling abandonment of files and closing files
• Undertake all file management and file housekeeping procedures to ensure electronic filing constantly up to date
• Understand, identify and process all principle documents within electronic files
• Process archive retrieval requests
• Maintain all work areas in a tidy and orderly manner
• Assist with KYC and conflict checking procedures in accordance with the firm’s procedures
• Correspond with agents and clients re reminders and upcoming deadlines
• Reporting correspondence to client as requested
• Conduct web searches re travel and other items as requested by team
• Any other duties as requested by the business

Customer Service

• Deal with any Patent Law Clerk, Patent Agent and Practice Assistant (PA) enquiries in a prompt and efficient manner
• Communicate and liaise with Patent Law Clerks, Patent Agents and PAs on electronic file management issues
• Consistently and appropriately update the team on progress where appropriate
• Work with team to offer assistance wherever possible

Key Competencies

• Post-Secondary Law Clerk, Paralegal or Legal Administration diploma
• A minimum of 1 year administrative experience in an office environment ideally with exposure to, knowledge of and/or an interest in Intellectual Property law
• Superior written communication skills in English with excellent attention to detail
• Advanced technical skills, specifically in MS Office (Word, PowerPoint, Excel, and Outlook) and be committed to furthering their knowledge to remain up-to-date on current technology and best practices
• Ability to take initiative
• Flexible and enthusiastic self-starter
• Strong organization and multi-tasking skills
• Excellent interpersonal skills
• Strong teamwork skills
• Ability to work under pressure and meet deadlines
• Sound knowledge of support services
• A desire to continuously improve skills
• A strong focus on ensuring the highest levels of client service standards are delivered and maintained

This position is for an existing vacancy. The expected salary range for this position is $45,000 - $46,000, depending on level of experience, region/location, and other factors. BLG is committed to building a diverse workplace reflective of the communities we serve and to fostering an inclusive culture where Firm members feel valued, respected and inspired to thrive as their authentic selves. We value diversity of thought and the unique skills, perspectives and experience each individual brings to BLG. We welcome applications from all qualified candidates and encourage applicants from members of groups that have been historically underrepresented, including but not limited to First Nations, Métis and Inuit Peoples, racialized individuals, persons with disabilities, people who identify as women and/or LGBTQ2S+. We also strive to provide an accessible candidate experience. Please let us know if you need any accommodations during the recruitment process. We are BLG: Canada's Law Firm. We pride ourselves on having outstanding, talented people and delivering an exceptional client experience. We are a future-minded firm, delivering high-value advice and known for our commitment to innovation, diversity and inclusion, community involvement and talent development. Our culture is one of curiosity, firm-wide collaboration, mutual respect, dedication and continuous improvement. We look forward to hearing from you and exploring how you can contribute to our team. For more information, visit us here.