Legal Practice Assistant, Litigation

Torys LLP; Toronto; Hybrid; CAD 61,000 - 82,000; Full time

Benefits offered by this job

Hybrid work model

Job summary

Torys LLP in Toronto is seeking a Legal Practice Assistant to manage the administrative side of the principal’s practice. The role includes travel coordination, client correspondence, meeting scheduling, and calendar management to ensure proactive client engagement.

The position requires a legal support background, strong MS Office skills, and the ability to work in a hybrid environment. This is a dynamic, client‑facing role within a leading Canadian law firm.

Qualifications

• Legal Assistant diploma or Office Admin degree required.
• 5+ years experience in legal admin or similar
• Strong knowledge of legal terms, documents and procedures.
• Proficient in MS Office and related software

Responsibilities

• Act as key contact for principal/client matters and coordinate travel, itineraries and travel expense reports.
• Prepare client correspondence and maintain client databases and bios.
• Coordinate client meetings, schedule boardrooms and arrange catering/AV equipment.
• Update calendars and manage tickler systems to ensure regular client engagement.
• Handle mail, email, fax communications and route inquiries as required.
• Monitor and review work in progress to support timely billing and prebills.
• Process engagement letters and coordinate new file openings with conflicts/records team.
• Support other departments and participate in firm projects as needed.

Skills

Client service

Communication

Multitasking

Team collaboration

Education

Legal Assistant diploma or Office Administration degree

Tools

MS Office

Job description

Position Overview

The Legal Practice Assistant is responsible for the administrative side of the principal’s practice.

Key Accountabilities

Principal/Client Support

• Act as key contact for all matters relating to:
  • coordinating travel arrangements, preparing itineraries and travel expense reports;
  • completing LSUC renewal applications, and tracking CPD credits; and
  • updating bios, internal and external conferences, and liaising with Boards, etc.
• Prepare client correspondence in accordance with the requirements set by the principal/practice group, as required.
• Update contact names and addresses in Interaction and any other client databases.
• Coordinate client meetings, schedule boardrooms, and arrange for catering or audio-visual equipment.
• Update calendars for assigned principals, which includes meetings, appointments, due dates and client-related activities (i.e., set up/maintain tickler system to ensure principals engage with clients on a regular basis).
• Handle and review all incoming mail, email, fax communications, and arrange for specialized mail/courier/messenger services as required.
• Receive, handle, screen, and/or direct incoming calls as directed by principals. Respond to routine inquiries and requests from clients, and take messages as required.
• Respond promptly to requests and work collaboratively with other departments and members of the firm.
• Provide backup support when other Legal Practice Assistants are absent, are at capacity, and/or managing multiple/difficult deadlines.
• Work cooperatively with others in their team/quad in scheduling vacation, breaks/lunches, and absenteeism time to ensure principals are well supported.
• Coordinate activities with other departments and staff as required (e.g., Facilities, Marketing, etc.).
• Liaise and work closely with Document Specialists and Support Assistants, as appropriate, to ensure tasks are completed within a timely manner.
• Participate in projects and initiatives as assigned.

Financial Functions

• Partner with principals to ensure docket time is entered by set deadlines and follow up with principals as required.
• Monitor and review outstanding WIP (Work In Progress) to ensure timely billing.
• Prepare, print and review prebills (e.g., monthly, quarterly or on request) using 3E billing workflow and functionality, and revise according to client billing guidelines and Firm standards and policies. Ensure invoices are sent to clients in a timely manner.
• Prepare cheque requisitions as required to initiate payment of third-party invoices and filing fees
• Prepare various reports (e.g., spreadsheets) related to time/billing information for principals and/or clients.
• Proactively monitor specific clients and/or matters when Alternate Fee Arrangements are in place. Ensure special rates and discounts are applied to invoices. Actively monitor budget thresholds and update billing principals on status.

File Management

• Prepare engagement letters and work with the Conflicts and Records team to coordinate new file openings, matter intake, conflict search and audit requests.
• Maintain and organize files to ensure they are easily retrievable by principals, and file/scan all paper or electronic correspondence/records into the firms document management system. Work with Support Assistants, as required, to store client files as appropriate within firm guidelines.

Business Development

• Coordinate with various departments to ensure all necessary correspondence/documents are compiled for Pitches and
• Request for Proposals (i.e., principal bios, billing rates, etc.).

Project Management

• Assist principals with matter/project management support as required (e.g., set up and prepare reports, proactively monitor and track project items and related budget information).

Attributes & Experience

Qualifications

• Legal Assistant diploma or post-secondary degree/diploma in Office Administration is required.
• 5+ years related experience, preferably within a legal professional services firm.
• Must have strong knowledge of legal terms, documents and procedures.
• Proficient in MS Office product suite.

Core Competencies

• Strong client service orientation combined with the ability to manage multiple client needs at the same time.
• Excellent communication (verbal and written) and interpersonal skills.
• Exceptional attention to detail, efficient and organized. Proactive and takes initiative.
• Ability to work well independently and collaboratively within a team environment.
• Ability to work in a high‑pressure environment.
• Flexibility to occasionally work overtime.

Additional information

HybridThis position is part of our hybrid work model with 4 days in the office per week. As part of our onboarding, new hires are required to be in the office more often for the first few months of employment to ensure they receive the requisite cross training.

This job posting is for an existing vacancy.

Salary will be determined based on the candidate’s skills, experience, and qualifications.

At Torys, we are committed to diversity in the recruitment, retention and advancement of our people. We believe that diversity of backgrounds, experience and perspectives enhances the quality of our work and enriches our lives. We are committed to fostering an inclusive and accessible work environment. Accommodations are available for applicants with disabilities. If you require immediate accommodation at any time during the recruitment process, please contact our Human Resources team ([e-mail])

We are committed to leveraging innovative tools to enhance our recruitment process. As part of this, we use AI‑powered tools to assist in the initial stages of candidate shortlisting and screening. These tools help us evaluate applications more efficiently and consistently by focusing on qualifications, experience, and skills relevant to our roles. Although we use this technology, all applications are reviewed, and decisions made by our Human Resources team to ensure fairness and alignment with our firm policies. If you have any questions or concerns about this process, feel reach out to us at [e-mail].

All offers of employment are subject to background checks. This process includes criminal record checks, social media checks, and employment and educational background checks.

Posted Min Pay Rate

CAD $60,700.00/Yr.

Posted Max Pay Rate

CAD $82,200.00/Yr.