Practice Assistant

Smith Search Inc.; Toronto; Hybrid; CAD 75,000 - 90,000; Full time

Benefits offered by this job

Comprehensive benefits

Professional development support

Hybrid work model

Job summary

Smith Search Inc., a leading national law firm in downtown Toronto, seeks a seasoned Practice Assistant to support a senior partner. The role demands initiative, ownership, and the ability to keep a fast-paced practice running smoothly.

Ideal candidates thrive under pressure, anticipate needs, and exercise sound judgment. This is a high-impact opportunity with comprehensive benefits and professional development support, with a hybrid work model in place.

Qualifications

• 6–7 years of experience as an executive or legal assistant at a law firm.
• Extensive billing experience with high-volume docketing and pre-bills.
• Discretion with confidential information and strong judgment.
• Proactive, resourceful approach with excellent organization.
• Advanced proficiency with standard office software and billing systems.

Responsibilities

• Own the full billing cycle for a high-volume practice from docketing to invoice finalization.
• Manage partner inbox and calendar, anticipating priorities.
• Prepare engagement letters and organize new matter intake.
• Coordinate meetings, travel, catering and prepare expense reports.
• Keep client information and lawyer bios up to date.
• Provide backup support and liaise with other departments as needed.

Skills

Executive assistant

Legal assistant

Billing experience

Office software

Document management

Legal billing platforms

Education

Legal assistant diploma

Tools

Document management system

Legal billing platforms

Office software

Job description

Practice Assistant, Privacy & Data Protection

Our client, a leading national law firm in downtown Toronto, is seeking a seasoned Practice Assistant to support a highly regarded Senior Partner. Recognized as a leader in their field, the Partner manages a busy, fast-paced practice that requires someone who can step in quickly, take ownership, and keep things running smoothly.

This role is ideal for someone who thrives under pressure, anticipates what needs attention before being asked, and exercises sound judgment when priorities compete. If you’re known as someone who simply gets things done – and done well – this is a high-impact opportunity where your experience and initiative will be valued from day one.

Duties & Responsibilities:

Billing & Financial Management

• Own the full billing cycle for a high-volume practice, from docketing through invoice finalization
• Make sure time is docketed accurately and on time, following up with lawyers and other timekeepers on missing entries
• Prepare, review and edit pre-bills, and finalize invoices for the partner’s approval
• Work closely with the accounting team on billing, collections, write-offs and client-specific billing guidelines
• Monitor unbilled work in progress, outstanding receivables, budgets and alternative fee arrangements, flagging concerns early
• Prepare cheque requisitions for third-party invoices and disbursements
• Produce time, billing and collections reports as needed

Partner & Client Support

• Manage the partner’s inbox and calendar, anticipating priorities and making sure nothing falls through the cracks
• Act as a polished, trusted point of contact for clients, colleagues and outside parties
• Draft, format and proofread correspondence and documents
• Coordinate meetings, boardrooms, catering, AV and travel, and prepare expense reports
• Track Law Society renewals and continuing professional development requirements
• Keep client contact information and lawyer bios up to date

File Management

• Prepare engagement letters and coordinate new matter intake and conflict checks
• Open, organize and maintain electronic files in the document management system

Business Development & Practice Support

• Assemble pitch and proposal materials, including bios, rates and experience summaries
• Support speaking engagements, conferences and publications
• Help with matter tracking, reporting and budget monitoring
• Provide backup support to colleagues and liaise with other departments as needed

What We’re Looking For

• 6–7 years of experience as an executive or legal assistant at a law firm, supporting a busy partner
• Extensive billing experience, including high-volume docketing, pre-bills, invoice finalization and working directly with accounting
• Legal assistant or office administration diploma, or equivalent education and experience
• Exceptional judgment, common sense and discretion with confidential information
• A proactive, resourceful approach: you spot what needs doing and make sure it gets done
• Outstanding organization and attention to detail in a fast-paced environment
• Advanced proficiency with standard office software, document management systems and legal billing platforms
• Salary range: $75,000–$90,000, based on experience and skills
• Hybrid work model: primarily in-office, with up to one remote day per week
• Comprehensive benefits and professional development support