Administrative Assistant - Tax, Securities & Capital Markets Group

Borden Ladner Gervais LLP; Vancouver; On-site; CAD 48,000 - 59,000; Full time

Job summary

BLG, Canada’s Law Firm, seeks an Administrative Assistant in Vancouver to perform administrative and file management tasks under supervision and independently. You will handle scanning, filing, archiving, e-filing, and assist with engagement letters, billing and client records.

Requirements include a Legal Administrative Assistant certificate and 1–2 years in a professional services or law firm setting, strong MS Office and iManage familiarity, and excellent communication.

Qualifications

• Legal Administrative Assistant certificate from an accredited program.
• 1 to 2 years of office experience, preferably in a professional services or law firm environment.
• Strong knowledge of Microsoft Office suite (Word, Excel, PowerPoint); iManage experience is an asset.
• Knowledge of Client Management System and Client Relationship Manager programs is an asset.
• Strong written and oral communication skills with excellent interpersonal abilities.
• Self-starter who can take initiative, work under pressure and meet deadlines.
• Attention to detail and ability to work well in a team.
• Ability to deliver excellent client service.

Responsibilities

• Scanning and saving work to the document management system (iManage).
• Photocopying and faxing documents.
• Receive and process file management requests.
• Open new file folders and label accordingly.
• Prepare engagement letters as instructed by Lawyers and staff.
• Assist in billing, including pulling pre-bills and finalizing invoices.
• Monitor conflict search reports and assist with Know Your Client procedures.
• Track time spent on administrative tasks for internal reporting.

Skills

MS Office proficiency

iManage experience

CRM knowledge

Strong written & oral communication

Teamwork

Self-motivated / initiative

Education

Legal Administrative Assistant certificate

Tools

iManage

Client Relationship Manager

Job description

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 the Role

The Administrative Assistant will be expected to perform administrative and file management tasks requested by Lawyers, Paraprofessionals, Practice Assistants and other support functions both under the direct supervision of the Team Leader and working independently. This includes copying, filing – both paper and electronic, archive management, scanning and completing general administrative duties as required.

Key Responsibilities

Administration and File Management

• Scanning and saving work to the document management system (iManage)
• Photocopying and faxing documents
• Receive and process file management requests
• Re-open files on the system and order file retrieval from storage
• Add adverse/allied parties to existing files
• Open new file folders and label accordingly
• Return or add documents to existing client files
• Prepare engagement letters as instructed by the Lawyers, Law Clerks and/or Practice Assistants
• Handle and administer closed files as requested using established file closing procedures
• Undertake all file management and file housekeeping procedures to ensure filing is constantly up to date including printing and e-filing
• Assist in billing process including pulling pre-bills, proof-reading and completing minor edits on pre-bills, finalizing invoices and preparing cover letters
• Assist with Know Your Client procedures and conflict checking procedures
• Monitor conflict search reports
• Adding and editing contacts in Client Relationship Manager
• Taking and acting on instructions
• Track time spent on all the various administrative tasks for internal reporting purposes
• All other duties as requested

Client Service

• Manage any Lawyers, Law Clerks and Practice Assistants enquiries in a prompt and efficient manner
• Communicate and liaise with Lawyers, Law Clerks and Practice Assistants on file management issues
• Consistently and appropriately update Legal Support Team on progress where appropriate
• Work with Legal Support Team to offer assistance wherever possible

Key Competencies

• Legal Administrative Assistant certificate from an accredited program
• 1 to 2 years office experience, preferably in a professional services or law firm environment
• Strong knowledge of Microsoft Office suite software (e.g. Word, Excel, PowerPoint), iManage experience considered an asset
• Knowledge of Client Management System and Client Relationship Manager programs considered an asset
• Strong written and oral communication skills with excellent interpersonal skills
• Self-starter with ability to take initiative, work under pressure and meet strict deadlines
• Demonstrated ability to pay close attention to detail
• Ability to work well in a team environment
• Ability to deliver excellent client service

The expected salary range for this position is $48,000 - $59,000, 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.