Legal Assistant - Corporate Securities

Linds & Associates Ltd.; Toronto; On-site; CAD 50,000 - 70,000; Full time

Benefits offered by this job

Comprehensive benefits package

Generous salary

Job summary

A national law firm in Toronto is seeking a Legal Assistant - Securities to join their team in a hybrid role. The successful candidate will manage lawyers' calendars, coordinate meetings, and assist with billing processes. This position requires 3-5 years of legal administrative experience, preferably within Corporate Commercial or Corporate Securities law. A comprehensive benefits package and competitive salary are offered. Join a supportive team and apply today!

Qualifications

• 3-5 years of Legal Administrative Assistant experience required.
• Experience in Corporate Commercial or Corporate Securities law practice is advantageous.
• Ability to communicate professionally with clients and lawyers.

Responsibilities

• Manage calendars and coordinate meetings for lawyers.
• Handle internal and external communication effectively.
• Assist in billing and financial reporting processes.

Skills

Legal Administrative Assistant experience

Knowledge of law firm practices and procedures

Strong organizational skills

Excellent attention to detail

Communication skills

Tools

Microsoft Word

Outlook

Excel

PowerPoint

iManage

Job description

Overview

Legal Assistant - Securities
Toronto, Ontario

Hybrid work arrangement available on a permanent basis! 3 days remote & 2 days in-office.

Our client, a national law firm with offices in downtown Toronto, is in need of a Corporate Legal Assistant to join its team. In this permanent full-time role you will act as a workflow coordinator for other support services including delegating and reviewing the completion of document production, file management, copying/scanning work and other administrative work.

Key Responsibilities

Administrative

• Manage calendars, ensuring they are up to date and reminding lawyers of meetings on a daily basis
• Arrange meetings, book conference rooms, refreshments, check rooms prior to meetings, and liaise with other attendees both internal and external
• Arrange for travel bookings and related details to be made through the support teams
• Arrange photocopying, printing, organizing couriers, sending out letters, faxes, etc.
• Arrange for files to be opened and closed, supervise general filing requirements and record keeping
• Coordinate/conduct conflict searches with the assistance of the Administrative Assistant
• Use effective systems to ensure that both short and long term tasks are completed within required timescales
• Support lawyers in marketing activities including involvement in preparation of pitches and presentations

Communication

• Take internal and external telephone queries, responding as appropriate and/or ensuring that all messages are passed on in a timely manner
• Monitor mail and/or e-mails and deal with as appropriate, ensuring that all client-related correspondence is passed on to an appropriate lawyer if the relevant person is out of the office
• Liaise with administrative support departments on behalf of lawyers as required
• Liaise with the department Team Leader over any planned absences, arranging cover as necessary and communicating this to the relevant lawyers

Client relationship management

• Take an active role in the care of clients and be wholly familiar with contacts/clients
• Enter, maintain and update client details and relevant information in the Firm's CRM contacts system
• Deal with basic client queries and general administration
• Arrange client meetings

Document production

• Check correspondence, attachments, documents, reports, presentations, faxes etc. produced by the Document Production team before they are passed to the relevant lawyer and undertake basic/minor amendments where appropriate
• Type urgent/short/confidential correspondence and emails
• Produce and maintain Excel spreadsheets as required

Financial - Billing

• Assist lawyers and Practice Group Billing Coordinator in the billing and credit control process by liaising with the lawyer and accounts and to produce standard pre-bill financial/time reports through the system
• Send bills to clients, with appropriate covering documents
• Request cheques, bank transfers and paying in money received, as appropriate

Other duties and responsibilities

• In addition to providing support to the lawyer(s) to whom they report, a Practice Assistant will also provide assistance to their immediate colleagues in the department and, where practical, other departments
• Team duties will therefore include:
  • Assisting other members of the firm, both proactively and at the request of the Team Leader
  • Any other duties as requested by the Lawyers or Team Leader

Key Competencies

• 3-5 years of Legal Administrative Assistant experience
• Experience within a Corporate Commercial or Corporate Securities law practice
• Knowledge of law firm practices and procedures
• Accurate typing speed of approximately 60 words per minute
• Advanced knowledge of Microsoft Word, Outlook, Excel, PowerPoint, research tools and other systems implemented by the firm
• Knowledge of iManage considered an asset
• Ability to communicate in a professional manner with clients and lawyers
• Ability to interact professionally with clients and all members of the firm
• Excellent telephone manner and competent knowledge of telephone system
• Strong organizational skills and time management skills
• Excellent attention to detail
• Ability to follow instructions with minimal supervision and take initiative
• Able to set priorities while maintaining flexibility
• Conscientious, approachable and enthusiastic
• A team player with excellent interpersonal skills

This offer provides a comprehensive benefit package and generous salary.

Apply today!