Legal Assistant, Regulatory

WeirFoulds LLP; Toronto; Hybrid; CAD 60,000 - 80,000; Full time

Job summary

WeirFoulds LLP in Toronto is seeking a Litigation Legal Assistant to support three lawyers in a dynamic Regulatory practice. The role offers variety at a fast-paced desk with responsibilities spanning drafting, document management, and file administration.

This is a full-time, permanent position with hours 9:00 to 5:00, Monday to Friday. We operate a hybrid model; the successful candidate will work in the office three days per week to collaborate with the team and serve clients efficiently.

Qualifications

• At least six (6) years of relevant litigation work experience.
• Post-secondary education with a Legal Assistant Diploma and/or Law Clerk certificate.
• Familiarity with scheduling and filing processes with the Toronto and Ontario courts; Case Center familiarity is a plus.
• Thorough understanding of legal terminology, procedures and statutes.
• Strong knowledge of the Rules of Civil Procedure and the steps in litigation.
• Proficient with MS Office 365 and PDF software.
• Excellent time management and organizational skills.
• Ability to work independently and in a team environment.
• Eagerness to learn new technology/processes.
• Detail-oriented with strong proofreading skills.
• Strong interpersonal skills and client-focused service.

Responsibilities

• Draft and prepare legal documents (pleadings, notices, affidavits) and ensure proper format.
• Assist lawyers with trial/hering prep including compiling records and briefs.
• Arrange service and filing of documents with process servers and courts.
• Manage deadlines, conditional dates, and calendars for lawyers.
• Open/close files electronically and maintain matter/client lists and iManage.
• Run monthly accounts and review entries for accuracy.
• Enter dockets into 3E accounting software.
• Manage communications via calls, mail, faxes, and email.
• Respond to client inquiries and follow up as required.
• Update client lists in InterAction CRM; coordinate with Marketing/BD as needed.
• Schedule appointments/meetings, book rooms, arrange travel.
• Assess work priorities and support colleagues as needed.
• Demonstrate a team approach and cover for colleagues.
• Other duties as assigned.

Skills

Litigation experience

Regulatory law knowledge

Legal terminology

MS Office 365

PDF software

Time management

Organizational skills

Independent work

Team player

Education

Legal Assistant Diploma / Law Clerk certificate

Tools

MS Office 365

Kofax Power PDF / Adobe

ACL

iManage

InterAction CRM

3E

Case Center

Job description

We are currently recruiting a Litigation Legal Assistant to join our Regulatory practice. This is an exciting opportunity for an individual who enjoys variety at a fast-paced busy desk that offers a broad range of responsibilities and challenges. In this role you will be supporting three lawyers.

The successful candidate must be able to confidently utilize one’s litigation, technical knowledge and practice management skills to execute in this role. You will be required to demonstrate initiative, strong communication (both verbal and written) and organizational skills, and have a desire to work in a team environment to promote a client-focused culture.

This is a full-time, permanent opportunity with core work hours of Monday to Friday – 9:00 a.m. to 5:00 p.m. We are currently operating a hybrid work model and the successful candidate will be required to work in the office 3 days/week.

Responsibilities

• Drafting and/or preparing various legal documents (pleadings, notices of motion, notices of application, affidavit, facta, etc.), presentations and correspondence, and ensuring that they are in proper format and accurate.


• Providing assistance to lawyer(s) with trial and hearing preparation including supporting with the compilation of records and briefs as and when required.


• Arranging for service and filing of legal documents and related instructions to process servers/agents and filing with the appropriate courts.


• Managing and tracking deadlines, conditional dates, and appointments, including managing the lawyers’ calendars and scheduling appointments and court dates as needed.


• Opening and closing files electronically, which also includes maintaining detailed matter/client lists and maintaining the electronic filing system (iManage) for each client matter.


• Running monthly accounts; reviewing entries for accuracy and completeness.


• Entering dockets into accounting software (3E) as and when required.


• Managing internal and external communications, which includes incoming calls, mail, faxes and e-mail, responding when needed and as appropriate.


• Dealing with and responding to client inquiries and conducting follow-up as required.


• Entering and updating client contact lists in the CRM (InterAction) and working closely with the Marketing and BD department as and when required.


• General other administrative duties such as scheduling appointments and meetings, booking meeting rooms, making travel arrangements, etc.; working with other internal Departments to provide documents/other materials on time to meet client needs.


• Continually assessing and establishing work priorities as needed.


• Demonstrating a team approach; supporting and standing in for colleagues to cover absences.


• Other administrative duties as assigned.

Required Skills & Qualifications

• At least six (6) years of relevant litigation work experience is required. Prior experience in Regulatory Law would be advantageous.


• Post-secondary education with a Legal Assistant Diploma and/or Law Clerk certificate.


• Familiarity with the scheduling and filing processes with the Toronto and Ontario courts and Case Center, would be an asset.


• Thorough understanding and knowledge of legal terminology, procedures and statutes.


• Strong working knowledge of the Rules of Civil Procedure and the steps and stages that arise in litigation.


• Proficient with legal software and MS Office 365 (Word, Excel, Outlook, PowerPoint, Teams).


• Proficient with PDF software (Kofax Power PDF/ Adobe), ACL (Automated Civil Litigation), including the preparation of Ontario court forms and litigation documents.


• Excellent time management, organizational and prioritization skills.


• Ability to work independently and within tight timelines.


• Eagerness to learn new technology/processes and further develop skills.


• Excellent attention to detail and diligent proofreading skills.


• Strong interpersonal skills and an excellent team player.


• Passionate about providing quality service and work product to lawyers, clients and the court.


• Good judgement and ability to exercise discretion when dealing with confidential and sensitive matters.

This job posting is for an existing vacancy.

Candidates who meet the above qualifications are asked to apply online with a copy of their resume and cover letter attached (preferably together in a single file).

The target salary range for this position is $60,000-$80,000, commensurate with the successful candidate’s skills, experience, and qualifications.