Legal Assistant (12-Month Contract)

Hicks Morley; Kingston; On-site; CAD 45,000 - 60,000; Full time

Job summary

A leading law firm in Canada is seeking a proactive Legal Assistant for their Kingston office. The role involves supporting lawyers by managing documents, coordinating client meetings, and ensuring efficient office operations. Ideal candidates will possess strong attention to detail and excellent communication skills. This is a 12-month contract position.

Qualifications

• Experience supporting legal professionals.
• Technical proficiency with new technologies.
• Attention to detail in proofreading documents.

Responsibilities

• Prepare and proofread legal documents and correspondence.
• Manage filing systems and client databases.
• Coordinate lawyer travel and client meetings.

Skills

Attention to detail

Client service oriented

Clear communication

Tools

Adobe

Zoom

Electronic Signatures

Job description

We are currently seeking a Legal Assistant to join our Kingston office for a 12-month contract.

More About Us

With over 120 lawyers, Hicks Morley is a leading law firm in Canada focusing on the representation of management in Human Resources Law and Advocacy. Labour and Employment Law is the foundation of the firm’s growth—the depth and scope of our expertise in Human Resources Law is the Hicks Morley advantage.

Hicks Morley is a rapidly growing firm; we have five offices in Ontario: the main office is located in Toronto, and regional offices located in Waterloo, London, Kingston, and Ottawa. We act for over 1,000 employers in the public and private sectors.

The Opportunity

As a Legal Assistant, you will primarily be responsible for supporting the firm’s delivery of service to clients by providing ongoing support to lawyers and colleagues. The ideal candidate will be a proactive, technically savvy and highly organized assistant.

Responsibilities

Documents

• Prepare, edit, format, print, scan, and revise correspondence, memoranda, reports, forms, labels, and other printed material through dictation, typing or other instructions, in accordance with requirements set by the lawyer(s).
• Coordinate and disperse tasks to be performed by various resource groups including, Office Services, Reception, etc. where appropriate while ensuring tasks are completed in a timely manner.
• Proofread documents and check for appropriate formatting, spelling, grammar, and clarity, based on Hicks Morley standards and guidelines.

File and Time Management

• Open new files, maintain large and complex files, maintain and utilize an orderly filing and retrieval system to ensure ease of reference to paper or electronic records.
• Work with Records Management to close client files as appropriate.
• Update calendars for assigned lawyers including, but not limited to, their meetings, appointments, deadlines, and client-related activities.

Lawyer/Client Support

• Coordinate lawyer travel arrangements, including itinerary production and travel expense reports.
• Update contact names and addresses in the client database, Interaction, regularly.
• Coordinate client meetings, including arranging for boardrooms, catering, AV equipment, etc.

Mail, Fax and Phone Reception Functions

• Review and forward incoming mail and fax communications to appropriate parties, prepare and process outgoing mail and faxes and arrange for specialize mail or messenger services as required.
• Receive, handle, screen and direct incoming calls as directed by lawyers, respond to routine inquiries and requests and take messages as required.

Financial and Administrative Functions

• Assist with the preparation and finalization of docket entries daily according to firm and client standards in preparation for billing.
• Work with appropriate teams to coordinate new Client and Matter opening.
• Coordinate activities with Support teams as needed.
• Provide support when colleagues are absent or require support in executing on daily tasks and work proactively to be a positive and productive member of the firm.

Other

• Learn and use available technology to enhance work product including, but not limited to, ACL, Zoom, ShareFile, Adobe, Aderant and Electronic Signatures.
• Maintain and update job skills and knowledge by participating in development opportunities within the firm.
• Other duties as assigned.

Minimum Requirements

• Experience supporting legal professionals.
• Technical proficiency and the proven ability to embrace and master upgraded, enhanced, and/or new technologies.
• Evidenced success in managing competing deadlines and priorities while ensuring firm standards are upheld.
• Attention to detail with experience proofreading and organizing documentation.
• Clear and concise written and verbal communication skills.
• Client service oriented and the ability to anticipate needs and proactively support lawyer’s practice.
• Demonstrated ability to work independently and recognize when to consult colleagues and/or support resources when appropriate.

Please send your resume to:

Nadine Cottrell

Manager, Human Resources

[e-mail]

We thank all candidates for their interest; however, only those selected for an interview will be contacted.

Every firm has a culture, and ours is no exception. We work in the human resources area, so we are ‘people’ people. We have a very diverse client base, from manufacturers to social service agencies – and are passionate about understanding our clients, their businesses, and their needs.

Hicks Morley is an open and respectful workplace which fosters creativity, legal innovation and excellence in our clients’ interests. We are committed to recruiting and hiring the best candidates for all roles, and from diverse backgrounds and experiences. Upon request, Hicks Morley will provide suitable accommodations during the recruitment and hiring process to candidates with accessibility needs due to disability.