Legal Support (Document Specialist) Services Assistant

Fasken; Toronto; Hybrid; CAD 70,000 - 80,000; Full time

Job summary

Fasken in Toronto is seeking a Legal Support Services Assistant for a hybrid position. This role involves preparing and formatting complex legal documents, ensuring compliance with legal standards, and collaborating with legal professionals. Candidates should have a minimum of 7 years’ experience in a similar role and proficiency in Microsoft Office and Adobe Acrobat. The position offers an annual salary of $70,000 to $80,000, commensurate with experience, alongside a supportive work environment.

Qualifications

• Minimum 7 years’ experience as a Document Specialist or similar in a legal environment.
• Proficiency in Microsoft Office Suite, particularly Word.
• Strong understanding of legal document formatting.

Responsibilities

• Prepare, format, and proofread complex legal documents.
• Ensure documents adhere to firm standards and court requirements.
• Collaborate with legal professionals to gather necessary information.

Skills

Document formatting

Communication skills

Attention to detail

Organizational skills

Collaboration

Education

Post-secondary education in Office Administration (Legal) or related field

Tools

Microsoft Word

Adobe Acrobat

Job description

Permanent Position – Hybrid

Reporting to the Manager, Legal Assistant Services, the Legal Support Services Assistant has extensive experience in preparing and formatting complex legal documents, including lengthy corporate documents and litigation briefs for court.

Hours of work are from Sunday to Thursday, 11:00 a.m. – 7:00 p.m. ET. Occasional pre‑authorized overtime may be required to meet client needs. This is a hybrid position.

Primary Responsibilities

• Prepare, format, and proofread complex legal documents across multiple practice areas, including real estate agreements, corporate governance documents, employment and human resources materials, and litigation briefs.
• Ensure documents adhere to firm standards, court requirements and client expectations, including proper formatting, pagination, and citation.
• Utilize advanced document processing tools to create hyperlinks, tables of contents, and other navigational aids within lengthy documents.
• Collaborate with other LSS team members to ensure accurate and timely completion of tasks, adapting to urgent requests and shifting priorities.
• Collaborate with legal professionals to gather necessary information, clarify instructions and ensure accuracy and completeness of documents.
• Manage version control and track changes in documents to maintain a clear record of revisions.
• Coordinate with internal parties, such as legal assistants and legal professionals, to obtain necessary documentation.
• Provide technical support for document-related issues, including troubleshooting formatting problems and ensuring compatibility across different platforms.
• Maintain confidentiality and security of all legal documents and client information.
• Share knowledge, mentor and cross‑train team members.
• Identify areas for process improvement and adopt new technology solutions to enhance efficiency.
• Stay updated on the latest legal document formatting standards and best practices.
• Perform other duties, as assigned, to support the firm’s needs and adapt to changing priorities.

Required Knowledge And Experience

• Minimum 7 years’ experience as a Document Specialist or similar role in a legal environment.
• Post‑secondary education in Office Administration (Legal), Law Clerk program or related field, an asset.
• Proficiency in Microsoft Office Suite, particularly Word, and other document processing software.
• Strong understanding of legal document formatting standards and court requirements.
• Experience in OCCP portal filings an asset.
• Proficiency in Adobe Acrobat and other PDF management tools.
• Excellent attention to detail and organizational skills.
• Ability to work under pressure and meet tight deadlines.
• Strong communication and collaboration skills.
• Familiarity with legal terminology and procedures is a plus.

Pay Range

$70,000 to $80,000 per annum. Pay range to be commensurate with experience.

Vacancy

This role is being posted to fill a current vacancy.