Administrative Assistant - Tax, Securities & Capital Markets Group

BC Legal Management Association; Vancouver; On-site; CAD 42,000 - 56,000; Full time

Job summary

BLG is seeking an Administrative Assistant to provide essential administrative and file-management support within a collaborative legal team. You will handle scanning, filing, archiving, document preparation, and billing support under supervision and with independent initiative.

Ideal candidates have a Legal Administrative Assistant certificate and 1–2 years of office experience in professional services or law, strong communication, detail-orientation, and a team-focused mindset ready to meet

Qualifications

• 1 to 2 years office experience, preferably in a professional services or law firm environment.
• Strong written and oral communication skills with excellent interpersonal skills.
• Ability to work well in a team environment and meet strict deadlines.
• Self-starter with initiative and attention to detail.

Responsibilities

• Scan and save work to the document management system (iManage).
• Photocopying and faxing documents.
• Receive and process file management requests.
• 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.
• Assist in billing process including pulling pre-bills, proof-reading and completing minor edits on pre-bills, finalizing invoices and preparing cover letters.
• Monitor conflict search reports and assist with Know Your Client procedures.
• Add/edit contacts in Client Relationship Manager.

Skills

Office experience

Microsoft Office

iManage

CRM software

Communication

Attention to detail

Team player

Client service

Initiative

Education

Legal Administrative Assistant certificate

Tools

iManage

Microsoft Word

Microsoft Excel

PowerPoint

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 Lawyer, Law Clerk and Practice Assistant 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

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.