Practice Assistant

Borden Ladner Gervais LLP; Calgary; On-site; CAD 40,000 - 80,000; Full time

Job summary

An established industry player is seeking a proactive Practice Assistant to support lawyers in a dynamic legal environment. This role involves coordinating workflow, managing documents, and enhancing client relationships, ensuring exceptional service delivery. The ideal candidate will possess strong legal support experience, excellent communication skills, and a keen attention to detail. Join a firm that values innovation, diversity, and the development of its talent. If you're adaptable, dependable, and eager to contribute to a collaborative team, this opportunity is perfect for you.

Benefits

Flexible Work Hours

Professional Development Opportunities

Health and Wellness Programs

Employee Assistance Program

Diversity and Inclusion Initiatives

Qualifications

• 3-5 years of diverse legal support experience in Corporate law.
• Accurate typing speed of 60 words per minute.
• Advanced knowledge of Microsoft Office tools.

Responsibilities

• Coordinate administrative tasks including document production and file management.
• Manage calendars and arrange meetings for lawyers.
• Handle client relationship management and correspondence.

Skills

Legal Support Experience

Communication Skills

Organizational Skills

Attention to Detail

Typing Speed

Microsoft Office Suite

Client Relationship Management

Adaptability

Education

Legal Assistant Diploma

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

iManage

Job description

We are BLG: Canada’s Law Firm. Our culture is one of vigilance and curiosity, Firm-wide collaboration, unfailing mutual respect and dedication. We pride ourselves on having standout talent and delivering an exceptional client experience.

We are a future-minded Firm delivering high-value advice and known for our unwavering commitment to innovation, diversity and inclusion, community involvement and talent development. Learn more about us at www.blg.com .

The Practice Assistant will be expected to 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. The Practice Assistant takes an active interest in, and obtains a thorough understanding of, all aspects of client requirements to provide exceptional service levels to the lawyers and our clients.

We are BLG: Canada’s Law Firm. Our culture is one of vigilance and curiosity, Firm-wide collaboration, unfailing mutual respect and dedication. We pride ourselves on having standout talent and delivering an exceptional client experience.

We are a future-minded Firm delivering high-value advice and known for our unwavering commitment to innovation, diversity and inclusion, community involvement and talent development. Learn more about us at www.blg.com .

The Practice Assistant will be expected to 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. The Practice Assistant takes an active interest in, and obtains a thorough understanding of, all aspects of client requirements to provide exceptional service levels to the lawyers and our clients.

The key responsibilities of this role are:

Administrative

• Arrange/perform photocopying, printing, scanning, organizing couriers, sending out letters, faxes etc.
• Arrange for files to be opened and closed, supervise general filing requirements and record keeping
• 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
• Perform administrative activities related to lawyer's professional memberships, certifications and Law Society of Alberta requirements
• As required, manage calendars, ensuring they are up to date and reminding lawyers of meetings etc. on a daily basis
• As required, arrange meetings, book conference rooms, refreshments, check rooms prior to meetings etc. and liaise with other attendees, both internal and external
• Make travel arrangements as/when instructed

Communication

• Take internal and external telephone queries, responding as appropriate and/or ensuring that all messages are passed on in a timely manner
• Monitor post and/or e-mails and dealing with as appropriate and ensure 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’s Team Leader over any planned absences, arranging coverage as necessary and communicating this to the relevant lawyers.

Client relationship management

• Become an active part in the care of clients and be wholly familiar with contacts/clients
• Ensure the entry, maintenance and update of client details and relevant information in the Firm’s CRM contacts system, through Administrative Assistant or directly
• Deal with basic client queries and general administration
• Arrange client meetings

Document production

• Short drafts/edits of documents in Word, Excel, PowerPoint
• As required, arrange and review material prepared by Document Specialist for accuracy and completeness prior to lawyer's review, and arrange/perform corrections as necessary
• Ensure documents in final form are saved electronically

Financial - Billing

• Arrange opening/closing of client matters in accounting system, arrange updates, and coordinate changes with clients
• Liaise with lawyer and billing coordinator to prepare accounts on a regular basis, including reviewing draft bills online, arranging/performing edits and delivery. Arrange revisions to accounts and coordinate with clients as necessary
• Liaise with lawyer, client and Finance department to collect on overdue accounts
• Assist lawyers in the billing and credit control process by liaising with the lawyer and accounts and to produce standard prebill financial/time reports through the system
• Request cheques, bank transfers and paying in money received, as appropriate

Financial

• Coordinate and process vendor payments, ensure payments are made

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

A Practice Assistant has responsibility to ensure that their skill set is up to date and they are familiar with the firm’s departments, key personnel, clients, internal systems and procedures. This will ensure that the Practice Assistant is able to carry out his/her role effectively and, where appropriate, discuss any training requirements with the Team Leader.

In addition to this, they should have/be:

• 3 - 5 years of diverse legal support experience in Corporate law
• Legal Assistant Diploma
• Accurate typing speed of 60 words per minute
• Advanced knowledge of Microsoft Word, Outlook, Excel, PowerPoint, research tools and other systems implemented by the firm. iManage experience an asset
• Excellent telephone manner and competent knowledge of telephone system
• Top notch communication, organizational and team skills
• Excellent attention to detail
• Extremely adaptable and dependable, ability to think ahead and take initiative
• Able to remain calm, diplomatic and think quickly under pressure
• Highly responsive, comfortable with tight turnaround times and deadlines
• Conscientious and approachable
• Confidence and forbearance, ability to build respect and trust, with a view to developing a strong, cohesive team

Other Requirements

• Sound knowledge of support services in a demanding, fast paced legal environment
• A desire to enhance the skills of self and others
• A strong focus on ensuring the highest levels of service standards are delivered and maintained

BLG is committed to building a diverse workplace reflective of the communities we serve and to fostering an inclusive culture where Firm members feel valued, respected and inspired to thrive as their authentic selves. We value diversity of thought and the unique skills, perspectives and experience each individual brings to BLG. We welcome applications from all qualified candidates and encourage applicants from members of groups that have been historically underrepresented , including but not limited to First Nations, Métis and Inuit Peoples, racialized individuals, persons with disabilities, people who identify as women and/or LGBTQ2S+.

We also strive to provide an accessible candidate experience. Please let us know if you need any accommodations during the recruitment process.

About Us

We are BLG: Canada's Law Firm. We pride ourselves on having outstanding, talented people and delivering an exceptional client experience. We are a future-minded firm, delivering high-value advice and known for our commitment to innovation, diversity and inclusion, community involvement and talent development. Our culture is one of curiosity, firm-wide collaboration, mutual respect, dedication and continuous improvement. We look forward to hearing from you and exploring how you can contribute to our team. For more information, visit us here .