Legal Assistant

Hicks Morley; Ottawa; On-site; CAD 56,000 - 81,000; Full time

Job summary

Hicks Morley, a leading Canadian labour and employment law firm, seeks a Legal Assistant for its Ottawa office. The role supports lawyers with document preparation, filing, client coordination, and calendar management in a fast-paced environment.

The ideal candidate is proactive, technically savvy, and highly organized, with experience supporting legal professionals and a commitment to client service. The compensation range reflects experience and responsibilities.

Qualifications

• Experience supporting legal professionals.
• Strong written and verbal communication skills.
• Attention to detail and accuracy in documentation.

Responsibilities

• Prepare, edit, format, print, scan, and revise legal documents per lawyer instructions.
• Coordinate tasks with Office Services, Reception and other teams.
• Proofread for formatting, spelling, grammar, and Hicks Morley standards.

Skills

Legal support

Document proofreading

Time management

Client service

Education

Paralegal or Legal Assistant experience

Tools

ACL

Zoom

ShareFile

Aderant

Job description

We are currently seeking a Legal Assistant to join our Ottawa office.

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.

Compensation

The expected compensation range for this position is $56,000 - $81,000 per year, commensurate with experience.

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.
• 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.
• 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.

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.