Legal Administrative Assistant

Borden Ladner Gervais LLP (BLG); Toronto; On-site; CAD 48,000 - 53,000; Full time

Benefits offered by this job

Mentoring program

Training opportunities

Diversity programs

Volunteer day & wellness

Job summary

BLG (Borden Ladner Gervais LLP) seeks an Administrative Assistant to support Lawyers and Law Clerks with file management, scanning, copying, and general administrative duties. The role requires attention to detail and the ability to work independently in a fast-paced legal environment.

You will maintain client files, assist with KYC and conflict checks, and collaborate closely with the team to ensure accurate records using the practice management system.

Qualifications

• Post-Secondary diploma in Legal Administration (or related discipline) required/preferred.
• Previous experience in a legal administrative support role preferred.
• Ability to work onsite 5 days per week.
• Strong organizational and multi-tasking abilities; excellent interpersonal and communication skills.

Responsibilities

• Perform administration and file management tasks including copying, scanning, archiving and logging in the practice management system.
• Create and manage client files, labeling and filing, and close files as required.
• Support Know Your Client (KYC) and conflict checks per firm procedures.
• Maintain tidy work areas and provide timely updates to the team on file progress.

Skills

Microsoft Office

CRM

Communication

Organization

Multi-tasking

Teamwork

Initiative

Onsite presence

Client service

Attention to detail

Education

Post-Secondary diploma in Legal Administration

Tools

Practice management system

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 and Law Clerks 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.

Filing, copying, scanning and general administration is an integral part of the operation of the firm and within this role the Administrative Assistant will be required to complete duties for extended periods of time during each day.

The Administrative Assistant is accountable for establishing and maintaining an ongoing service based relationship with the team.

The key responsibilities of this role are:

Administration and File Management

• Undertake large and small copying requests, scanning, binding and finishing copied work (working with the Business Centre as applicable)
• Receive and process file management requests
• Create new files in the system and undertake all file closing procedures
• Open new file folders and label accordingly
• Work with the practice management system to log and record documents
• Undertake all file management (return or add documents) and file housekeeping procedures to ensure existing client files are constantly up to date
• Understand, identify and process all principle documents within files
• Process archive retrieval requests
• Maintain all filing and work areas in a tidy and orderly manner
• Assist with Know Your Client (“KYC”) and conflict checking procedures in accordance with the firm’s procedures
• Conduct searches as requested
• Keep a record of time spent on various administrative tasks for internal purposes
• Any other duties as requested by the business

Client Service

• Deal with any Lawyer and/or LSS member enquiries in a prompt and efficient manner
• Communicate and liaise with requestor on file management issues
• Consistently and appropriately update the team on progress where appropriate
• Work with team to offer assistance wherever possible

Key Competencies:

• Established knowledge of Microsoft Office suite software (e.g., Word, Excel, PowerPoint) and CRM
• Post-Secondary diploma in Legal Administration (or related discipline) preferred
• Previous experience working in the legal industry in an administrative support capacity preferred
• Ability to work onsite 5 days per week
• Ability to take initiative
• Flexible and enthusiastic self-starter
• Strong organization and multi-tasking skills
• Strong oral and written communication skills
• Excellent interpersonal skillsStrong teamwork skills
• Ability to work under pressure and meet deadlines
• Sound knowledge of support services
• A desire to continuously improve skills
• A strong focus on ensuring the highest levels of client service standards are delivered and maintained

What does BLG have to offer you?

• Access to a mentoring program specifically for your career path
• Access to training and continued education opportunities
• Exceptional workplace diversity and inclusiveness programs
• A competitive compensation and benefits package, including a day off to volunteer and access to wellness platforms and programs

The expected salary range for this position is $48,000 - $53,000, 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.