HRM -Legal Assistant

Nova Scotia Barristers' Society; Nova Scotia; On-site; CAD 51,000 - 68,000; Full time

Job summary

A municipal authority in Halifax is looking for a Legal Assistant to support various lawyers in Litigation and Labour Law. The role involves managing inquiries, preparing legal documents, and maintaining confidentiality. Candidates should have a legal assistant diploma and three years of related experience. Excellent organizational, interpersonal, and communication skills are essential. A collaborative work environment is offered with competitive compensation between $51,880 and $67,140 based on experience.

Qualifications

• Certificate/diploma in Legal Assistant or Paralegal program required.
• Minimum three years of experience as a legal assistant is preferred.
• Experience with file/document management systems is a plus.

Responsibilities

• Manage internal and external inquiries and appointments.
• Prepare background material for meetings and arrangements.
• Assist in coordinating witnesses and document preparation for court.

Skills

Proficiency in Microsoft Office

Excellent interpersonal skills

Superior time management skills

Strong analytical skills

High level of accuracy and attention to detail

Education

Certificate/diploma from a Legal Assistant or Paralegal program

Three years of recent experience in a legal assistant role

Tools

Microsoft Office

Adobe Acrobat

Job description

Halifax Regional Municipality is inviting applications for the permanent full-time position of Legal Assistant with a focus on Litigation and Labour Law in Legal & Legislative Services.

Halifax Regional Municipality (HRM) is committed to reflecting the community it serves and recognizing Diversity and Inclusion as one of the Municipality’s core values. We have an Employment Equity Policy, and we welcome applications from African Nova Scotians and Other Racially Visible Persons, Women in occupations or positions where they are underrepresented in the workforce, Indigenous/Aboriginal People, Persons with Disabilities and 2SLGBTQ+ Persons. Applicants are encouraged to self-identify on their electronic application.

Reporting operationally to their assigned lawyers and administratively to the Business Unit Coordinator, the Legal Assistant is responsible for a wide variety of legal and administrative duties within the Legal Services division, with a high degree of confidentiality. Working in a dynamic, collaborative environment, you’ll provide support to multiple lawyers and contribute your expertise in Litigation and Labour Law while being part of a supportive and professional team.

DUTIES & RESPONSIBILITIES:

• Manages and processes internal and external inquiries, appointments, calendar entries, court deadlines, and correspondence; ensures follow up where appropriate using tact and judgement ensuring a high level of confidentiality
• Opens and maintains files as set out in the Legal Services Handbook
• Accurately transcribes documents; drafts and prepares various types of correspondence, legal documents, council reports, general reports and presentations as required
• Prepares background material for meetings, scheduled presentations, and makes any other necessary arrangements including attendance and recording of minutes, when required
• Arranges for filing and service of documents, as required
• Receives and processes invoices
• Updates and maintains the division’s file/document management systems
• Contributes to maintaining a document precedent and template system
• Maintains statistics and other data creating reports where required
• Coordinates arrangements for local and out of town travel/conferences and prepares expense reports, as required
• Collaborate with peers on tasks as needed, including mentoring when required
• Litigation and Labour
• Familiar with NS Civil Procedure Rules and maintains knowledge of litigation file timelines regarding statutory limitations and deadlines, providing reminders and updates to solicitor as needed
• Assists solicitor to coordinate witnesses, client contacts, and organization of discovery and/or arbitration meetings
• Prepares evidence, arbitration binders, and any reference documents required by solicitor for court or hearings
• General understanding of Collective Agreements, Unions and arbitration hearings is considered an asset

For a complete description of duties & responsibilities for this position, please email [e-mail]

QUALIFICATIONS:

Education & Experience:

• Certificate/diploma from a Legal Assistant or Paralegal program
• A minimum of three years of recent experience in a legal assistant role with demonstrated performance capabilities
• Experience working with file/document management systems will be considered an asset

Technical / Job Specific Knowledge & Abilities:

• Proficiency & expertise in the use of Microsoft Office (Outlook/Word/Excel/PowerPoint/SharePoint), Adobe Acrobat (writer)
• Excellent interpersonal & communications skills, both written & verbal
• Excellent organizational & problem-solving skills
• Superior time management skills & the ability to prioritize tasks with minimal supervision
  Strong sense of ethics & the ability to handle sensitive & confidential or private information with tact and discretion; knowledge of privacy laws
• High level of sound & independent judgment, reasoning, & diplomacy
• Ability to work effectively both independently & as part of a team on a multitude of tasks in variable situations
• Strong customer service orientation, ability to deal with lawyers & public under stressful situations
• High level of accuracy & attention to detail is required while working within strict timelines
• Excellent writing skills, including proper spelling, grammar, and punctuation for complex documentation & ability to independently draft correspondence at a professional skill level
• Understanding of legal reference materials, procedures, & legal filing systems
• Critical thinking, analysis, & research skills are essential
• Resourceful & flexible
• Professional, responsive, & positive work attitude is critical
• Knowledge of municipal issues, administration & government including council processes & procedures, By-laws, Halifax Regional Municipality Charter, Municipal Government Act, and Civil Procedure Rules considered an asset
• Good internet research skills using reputable & authorized sources. Familiarity with Government web-based search tools, including Property Online, Registry of Joint Stock Companies, and caselaw websites, including Quicklaw, CanLII, & WestlawNext, etc. considered as an asset

All applications must include a resume and cover letter.

An equivalent combination of education and experience may be considered. Applicants relying on education and experience equivalencies must clearly demonstrate such equivalencies in their application.

Security Clearance Requirements: Applicants may be required to complete an employment security screening check

Please note – Testing may be conducted as a component of the selection process to assess technical and job specific knowledge. Candidates who are selected for testing, may be tested in a group setting, scheduled at the employer’s discretion.

COMPETENCIES: Values & Ethics, Organizational Awareness, Customer Service, Communications, Valuing Diversity, Teamwork & Cooperation, Organization & Planning

WORK STATUS: Permanent, Full-time

HOURS OF WORK: 8:30am-4:30pm Monday – Friday, 35 hours per week. May require occasional overtime based on operational requirements. Flex options to work outside of these hours and hybrid may be available.

SALARY: Non-union Level 3 $51,880-$67,140. Salary will be determined based on relevant experience and qualifications related to the specified pay band and job. Placement above the midpoint of the pay band is typically reserved for candidates who significantly exceed the minimum qualifications, such as those with exceptional experience, specialized skills, or demonstrated achievements relevant to the role. This ensures fair and consistent compensation practices across the organization. (See halifaxns.sharepoint.com/sites/hr/Shared Documents/Forms/AllItems.aspx?id=%2Fsites%2Fhr%2FShared Documents%2FNon-Union-Pay-Bands%2Epdf&parent=%2Fsites%2Fhr%2FShared Documents)

CLOSING DATE: Applications will be received up to 11:59 pm on Thursday, September 18, 2025

Please note: We thank all applicants for their interest in this position. Only those applicants selected for interview/testing will be contacted.

To ensure a fair and equitable hiring process, candidates are expected to complete all parts of the recruitment process, including assessments, assignments, and interviews independently and without the use of artificial intelligence (AI) tools or other forms of external assistance. The use of AI to complete any component of the hiring process is not permitted and may result in disqualification from consideration.

During the recruitment process, applicants have the right to request an accommodation. Applicants invited to participate in an assessment process (such as interview or testing) and who require an accommodation, should discuss their needs with the Talent Acquisition Advisor when invited to the assessment process. For more information on our accommodation process please click on the link: Accommodations | Hiring | Employment | Halifax