Legal Assistant

Ruby & Co.; Toronto; Hybrid; CAD 72,000 - 88,000; Full time

Benefits offered by this job

Hybrid work arrangement

Job summary

Ruby & Co., a well-respected Toronto law firm, seeks a Legal Assistant to support its Tax and Estates department. The role involves assisting lawyers with taxation, estate planning, complex wills, trusts, and administration.

You will draft documents, manage calendars, and maintain confidential client information with a high degree of accuracy. The ideal candidate has a Legal Assistant program, 5+ years in a law firm, and strong MS Office and PDF tooling skills.

Qualifications

• Completion of a Legal Assistant program at a recognized community college.
• Minimum 5 years in a law firm or professional services environment, preferably Tax & Estates.
• Proficiency in MS Office (Word/Excel/Outlook).
• Experience with document management systems (iManage) and PDF tooling.

Responsibilities

• Provide comprehensive legal and administrative support to lawyers in Tax and Estates.
• Draft, format, and revise legal documents with high accuracy.
• Manage lawyer calendars and coordinate meetings and deadlines.
• Prepare reports related to estate planning and reorganizations.
• Coordinate document execution and filing processes.
• Maintain confidentiality and professional communication with clients and contacts.

Skills

Organizational skills

Time management

Communication

Teamwork

Discretion

Education

Legal Assistant program certificate

Tools

Microsoft Office

Adobe/Kofax PDF

DocuSign

Workshare Compare

Closing Folders

MinuteBox

Carpe Diem

iManage

Job description

Our client, a well-respected Toronto law firm, is seeking a Legal Assistant to join its Tax and Estates department. This is an excellent opportunity for an experienced Legal Assistant to support a busy team of lawyers working on sophisticated matters involving taxation, estate planning, complex wills, family trusts, and estate administration.

Responsibilities

• Provide comprehensive legal and administrative support to lawyers within the Tax and Estates department.
• Assist with matters involving taxation, estate planning, complex wills, family trusts, and estate administration.
• Prepare, draft, format, and revise legal documents, correspondence, and other materials with a high degree of accuracy.
• Prepare reports and documentation relating to estate planning and corporate reorganizations.
• Maintain and organize electronic and physical files, ensuring documents are accurately recorded and readily accessible.
• Manage lawyer calendars, including scheduling and rescheduling appointments, coordinating meetings, and providing daily briefings.
• Maintain tickler systems to monitor key dates, deadlines, and follow-up items.
• Coordinate document execution, including electronic signatures, and assist with document management and filing processes.
• Communicate professionally with clients, colleagues, and external contacts to coordinate information and ensure matters progress efficiently.
• Maintain confidentiality and exercise discretion when handling sensitive client and estate information.
• Provide general administrative support to the team and assist with other duties as required.

Requirements

• Successful completion of a Legal Assistant program at a recognized community college.
• Minimum of 5 years of experience working in a law firm or professional services environment, preferably within a Tax and Estates practice.
• Proficiency in Microsoft Office, including Word, Excel, and Outlook.
• Working knowledge of Adobe/Kofax PDF, DocuSign, Workshare Compare, Closing Folders, MinuteBox, and Carpe Diem.
• Experience working with a document management system, such as iManage.
• Strong organizational and time management skills, with the ability to manage multiple priorities and meet tight deadlines.
• Excellent written and verbal communication skills, with a strong commitment to client service.
• Ability to work independently, demonstrate initiative, and contribute effectively within a team environment.
• Exceptional attention to detail and a high degree of accuracy.
• Strong judgment, professionalism, and discretion when handling confidential information.
• A positive, adaptable approach and the ability to respond constructively to feedback.

Compensation

• Salary up to $80,000, commensurate with experience.
• Hybrid work arrangement with 3 days in the office.
• Professional and collaborative work environment.