Legal Assistant

W3Global; Ottawa; Hybrid; CAD 45,000 - 55,000; Full time

Job summary

W3Global is seeking a Legal Assistant to provide administrative support to multiple lawyers, including scheduling, drafting, correspondence, and general duties essential to client service delivery. This is a full-time, permanent role with a hybrid work arrangement based in Ottawa.

The successful candidate will be bilingual (French and English), detail‑oriented, and capable of managing high volumes under tight deadlines while delivering excellent service to lawyers and clients.

Qualifications

• Previous work experience in administration.
• Bilingualism in French and English is required.
• Strong attention to detail and accuracy.
• Ability to provide excellent customer service to lawyers and clients.
• Ability to manage high volume of work under tight deadlines.

Responsibilities

• Schedule Maintenance: organize work flow, manage calendars, meet deadlines.
• Drafting and Correspondence: liaise between lawyers, clients, and contacts; proofread documents.
• General Administration: open/close files, organize courier services, input time dockets, maintain electronic records.

Skills

Excellent written and verbal comms

Bilingual: French/English

Tools

MS Office

Adobe Pro

Job description

Job Summary

The Legal Assistant (LA) will be responsible for providing administrative support to multiple lawyers in terms of scheduling, drafting, corresponding, and other general administrative tasks. The successful candidate will be a key player in client service delivery.

Status

Full-time, permanent

Location

Hybrid within Ottawa, ON

Duties and Responsibilities

Schedule Maintenance

• Organize the flow of work through the lawyer's office and initiate follow-up action in a timely manner to meet multiple deadlines.
• Maintain and monitor calendars, including but not limited to scheduling appointments, hearings, travel, and conferences, as directed.
• Manage reminder systems on a daily basis to ensure important deadlines are met.

Drafting and Correspondence

• Liaise between lawyers, contacts, and clients.
• Review and proofread outgoing documents and correspondence, verifying text for accuracy and syntax.
• Maintain and update current client contact lists.
• Respond to routine correspondence by mail, email, and telephone calls.

General Administration

• Perform conflict searches, create, and maintain files, and close files as instructed.
• Open new client files and matters.
• Arrange and prepare courier services and pickups.
• Mail sorting and scanning.
• Support case preparation by assembling materials required for hearings.
• Maintain electronic copies of all documentation in the database to supplement available precedents.
• Input and validate lawyers' time dockets; coordinate lawyers' monthly/yearly docket totals as requested.
• Track lawyers' Continuing Professional Development hours, and input into the portal.
• Prepare cheque requisitions and trust deposit instructions.

Qualifications And Requirements

• Previous work experience in administration.
• Excellent written and verbal communication skills.
• Bilingualism in French and English is required.
• Strong attention to detail and accuracy.
• Ability to produce a high volume of high-quality work under tight deadlines while managing competing priorities.
• Ability to provide excellent customer service to lawyers and clients.
• Proficiency in MS Office & Adobe Pro.

Additional Information

• This posting is for a newly created role.

We are committed to a diverse and inclusive environment and are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, colour, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.