administrative assistant - legal

Mathew & Gupta, PC; Toronto; On-site; CAD 40,000 - 55,000; Full time

Job summary

A legal firm in Ontario seeks an Office Administrator to manage information flow and supervise staff. Responsibilities include scheduling appointments, preparing legal documents, and maintaining filing systems. The ideal candidate has a college diploma and 1-2 years of office experience, along with strong organizational and communication skills. This is a permanent role with a 30-hour work week and health benefits.

Benefits

Health care plan

Bonus

Parking available

Qualifications

• 1 to 2 years of experience in office administration or a related field.
• Ability to supervise staff and manage workflows.
• Proficient in Microsoft Office Suite and legal documentation.
• Excellent oral communication skills in English.

Responsibilities

• Coordinate the flow of information in the office.
• Supervise and train administrative staff.
• Prepare and proofread legal documents.
• Schedule and confirm appointments and meetings.

Skills

Client focus

Attention to detail

Excellent written communication

Organized

Team player

Education

College, CEGEP or other non-university certificate or diploma

Tools

MS Word

MS Excel

MS Office

Adobe Acrobat Reader

Job description

Job Information

• Work Term : Permanent
• Work Language : English
• Hours : 30 hours per week
• Education : College, CEGEP or other non-university certificate or diploma from a program of 1 year to 2 years
• Experience : 1 year to less than 2 years

Asset languages

• Hindi
• Marwari
• Marathi
• Gujarati
• Malayalam
• Panjabi; Punjabi

Tasks

• Coordinate the flow of information
• Open and distribute regular and electronic incoming mail and other material
• Schedule and confirm appointments
• Supervise staff
• Train staff
• Maintain filing system
• Record and prepare minutes of court sessions, meetings or conferences
• Arrange travel, related itineraries and make reservations
• Prepare and key in correspondence and legal documents
• Review and proofread documents and correspondence to ensure compliance with legal procedures and grammatical usage

Supervision

• 1 to 2 people

Computer and technology knowledge

• Microsoft Publisher
• PCLaw in the Cloud
• Dictaphone
• MS Word
• MS Office
• Electronic mail
• MS Excel
• MS Outlook
• MS PowerPoint
• MS Windows
• Adobe Acrobat Reader

Area of work experience

• Correspondence
• Financial statements
• Invoices
• Reports and records
• Statistics
• Management
• Immigration

Transportation / travel information

• Public transportation is available

Work conditions and physical capabilities

• Fast-paced environment
• Work under pressure
• Tight deadlines
• Attention to detail
• Large caseload

Personal suitability

• Accurate
• Client focus
• Dependability
• Efficient interpersonal skills
• Excellent oral communication
• Excellent written communication
• Organized
• Reliability
• Team player
• Ability to multitask

Screening questions

• Are you available for shift or on-call work?
• Are you currently a student?
• Are you currently legally able to work in Canada?
• Are you willing to relocate for this position?
• Do you have previous experience in this field of employment?
• What is the highest level of study you have completed?

Health benefits

• Health care plan

Financial benefits

• Bonus

Other benefits

• Parking available