Practice Assistant

Borden Ladner Gervais LLP; Toronto; Remote; CAD 45,000 - 75,000; Full time

Job summary

An established industry player is seeking a Practice Assistant to join their dynamic team. This role is pivotal in ensuring smooth workflow and exceptional client service. The ideal candidate will have strong legal experience, excellent organizational skills, and a knack for adopting new technologies. You will be responsible for managing document production, client communications, and supporting lawyers in various administrative tasks. Join a forward-thinking firm that values innovation and diversity, and be part of a collaborative environment where your contributions will make a real difference. If you are passionate about delivering high-quality service and thrive in a fast-paced setting, this opportunity is for you.

Benefits

Flexible Work Hours

Professional Development Opportunities

Health and Wellness Programs

Diversity and Inclusion Initiatives

Remote Work Options

Qualifications

• 3-5 years of strong legal experience required.
• Excellent communication and organizational skills are essential.
• Ability to adopt new technology quickly.

Responsibilities

• Coordinate workflow and document production for lawyers.
• Manage client relationships and maintain CRM systems.
• Perform administrative tasks including billing and file management.

Skills

Legal Experience

Communication Skills

Organizational Skills

Attention to Detail

Team Collaboration

Adaptability to Technology

Education

High School Diploma

Legal Assistant Certification

Tools

Microsoft Word

Microsoft Outlook

Microsoft Excel

Microsoft PowerPoint

iManage

CRM Software

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, BLG Beyond will be expected to coordinate workflow 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 candidate must be comfortable working remotely and be enthusiastic about adopting new technologies and embracing innovation, embracing a “digital first” approach.

Your key objectives

Administrative

• Arrange/perform photocopying, printing, scanning and faxing, and review material prior to delivery, such as to court, counsel and clients
• 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 Ontario 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 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
• Enter, maintain and update client details and relevant information in the Firm’s CRM contacts system
• Deal with basic client queries and general administration
• Arrange client meetings

Document production

• Arrange and review material prepared by Document Specialist for accuracy and completeness prior to lawyer's review, and arrange/perform corrections as necessary
• Arrange/prepare documentation for execution
• Short drafts/edits of documents in Word, Excel, PowerPoint
• Ensure documents in final form are saved electronically
• Create and maintain databases using various applications including Closing Folders and SharePoint
• Create and maintain spreadsheets/trackers

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

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

What you bring to the team

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. In addition to this, they should have/be:

• 3 – 5 years of strong legal experience
• Accurate typing speed of approximately 60 words per minute
• Advanced knowledge of Microsoft Word, Outlook, Excel, PowerPoint and other systems implemented by the firm. iManage experience an asset.
• Ability to quickly comprehend and adopt new technology and software programs
• Excellent communication, organizational and team skills
• Excellent attention to detail
• Flexible and dependable, able to take the initiative
• Able to remain calm under pressure and work to tight deadlines
• Conscientious, approachable and enthusiastic
• Able to quickly build confidence, respect and trust with others, with a view to developing a strong, cohesive team
• Have a positive approach to daily tasks and have a solutions focused working method
• Sound knowledge of support services
• 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.

Time left to apply End Date: April 30, 2025 (26 days left to apply)