Legal Assistant

Patterson Law LLP; Halifax; On-site; CAD 42,000 - 65,000; Full time

Benefits offered by this job

Group insurance from day one

Pension plan after 1 year

Competitive salary

Job summary

Patterson Law LLP is seeking an energetic Legal Assistant for our downtown Halifax office at 1801 Hollis Street. You will support lawyers in Estate Planning, Wills & Trusts, and Estate Litigation, handling administrative tasks, dictation, scheduling, document preparation, and billing processes.

The role includes reception coverage and collaboration with the team to ensure efficient client service. Paralegal Diploma preferred; strong organizational and communication skills are essential.

Qualifications

• Completion of a Paralegal Diploma or equivalent experience in a legal office.
• Highly organized and detail oriented with ability to prioritize multiple tasks.
• Strong written and verbal communication skills with good spelling/grammar.
• Ability to work in a fast-paced environment and meet deadlines.
• Basic accounting skills and familiarity with billing workflows.

Responsibilities

• Manage workflow for assigned lawyers and ensure smooth operation of their practice.
• Perform general administrative duties: filing, dictation, scheduling, document assembly, mail, email and phone management.
• Prepare and review correspondence and legal documents upon request.
• Enter disbursements and time entries; support monthly billing and invoicing.
• Provide overflow coverage for reception and administrative staff as needed.
• Maintain client matter status records and ensure timely follow-up with parties.

Skills

Attention to detail

Organizational skills

Time management

Verbal communication

Written communication

Discretion

Education

Paralegal Diploma

Tools

Microsoft Office

Accounting software

Job description

We have an upcoming opening for an energetic Legal Assistant at our downtown Halifax location, 1801 Hollis Street.

The Legal Assistant will provide legal & administrative support to the assigned lawyer(s), primarily in the areas of Estate Planning, Wills & Trusts, and Estate Litigation, and will also provide overflow and coverage support for the office as needed. This will include daily reception lunch coverage.

Location

Downtown Halifax – 1801 Hollis Street

Work Schedule

Standard work hours are 34.5 per week. Some flexibility and occasional overtime may be required.

Key Areas of Responsibility

Manage, coordinate, and ensure the smooth flow of work in the assigned lawyer(s) practice.

General administrative duties including file and records management, dictation, scheduling and arranging appointments, document assembly, copying and binding, and managing incoming and outgoing mail, e-mail, and telephone calls.

Ensuring client inquiries are dealt with promptly and efficiently

Maintaining accurate and current status records for client matters

Prepare and review correspondence and legal documents at lawyer’s request and direction including memos, letters, forms, etc.

Deal efficiently with matters on an emergency basis, including last-minute preparation of documents, prioritizing matters on a regular basis throughout the day and rescheduling lawyer’s day on short notice when required by contacting clients, other lawyers, etc.

Entry of disbursements and lawyer’s time into the Accounting system to ensure accuracy of client billing

Coordinating monthly billing process, sending out invoices and reminder notices to clients, following up on overdue accounts

Keeping lawyers and impacted colleagues informed of any problems or delays in the completion of assigned tasks on the file

Overflow support for administrative staff during periods of absence or heavy workload, including daily relief coverage at reception

Policies/Procedures – Ensuring adherence at all times to firm policies and procedures that have been established

Back-up Support & Coverage – Where accounting work is completed and in the situation where colleagues are on vacation or otherwise away from the office, assisting with fellow staff members’ responsibilities to ensure the office operates at optimum efficiency and service standards.

Other – Additional duties as assigned based on the firm’s requirements

Qualifications

Completion of a Paralegal Diploma and prior experience in a legal office environment are assets. However, other combinations of education and experience will be considered

Highly detailed-oriented and impeccably organized

Ability to work in a fast-paced environment and with a sense of urgency to ensure deadlines are met

Strong verbal and written communication skills with excellent spelling and grammar

Basic Accounting skills

Organized, highly detail-oriented, and able to effectively prioritize and manage multiple requests concurrently

Genuine team player, who thrives on contributing to the team’s success

Ability to effectively prioritize, track, and follow-up on outstanding items with all parties involved including the lawyers, colleagues, and clients

Accurately follows instructions and asks questions to clarify requirements & ensure work is done properly

Strong judgment, and in time, develop comfort to act independently and anticipate lawyers’ needs

Strong keyboarding and transcription skills

Technologically proficient with a strong ability to learn, embrace, and effectively use new technology

Demonstrate discretion and sound judgement in handling of confidential information this includes a high degree of integrity and trust

About Us

Patterson Law LLP is an established Nova Scotia law firm with offices in Truro, New Glasgow, Halifax, and Bridgewater and with clients whose interests range from global to purely local. Our more than 150 lawyers and staff are dedicated to meeting our clients’ diverse legal needs. We endeavour to maintain the highest standard of service to our clients. This can only be accomplished by employing qualified, educated, and motivated staff.

We are pleased to offer our staff a competitive salary, group insurance coverage from day one, and pension plan membership after a year.

Patterson Law LLP hires on the basis of merit. We are committed to employment equity and welcome diversity. Applications are encouraged from all interested and qualified individuals.

Internal and external candidates will be considered simultaneously for this posting.