Senior Legal Secretary – Tax

David Aplin Recruiting; Ontario; On-site; CAD 45,000 - 65,000; Full time

Job summary

A leading recruiting firm is seeking a highly organized Legal Administrative Assistant to manage administrative tasks and support attorneys. The ideal candidate will thrive in a fast-paced environment, possess strong organizational skills, and have prior experience in the legal sector. This role involves coordinating schedules, overseeing client intake, and providing comprehensive support to ensure efficient operations.

Qualifications

• Experience in a legal or professional services environment.
• Proficiency in Microsoft Office Suite.
• Strong skills in calendar management and document handling.

Responsibilities

• Coordinate administrative tasks, including scheduling and travel.
• Oversee client intake processes and manage billing.
• Liaise with clients and support court document preparation.

Skills

Organizational skills

Problem-solving skills

Communication skills

Attention to detail

Team collaboration

Tools

Microsoft Office Suite

iManage

Job description

We are seeking a highly organized and proactive Legal Administrative Assistant to join our team. This role requires a confident, detail-oriented individual who thrives in a fast-paced, professional environment and is adept at balancing multiple priorities. The ideal candidate will have prior experience supporting attorneys or professionals within the legal or broader professional services sector.

Key Responsibilities

• Coordinate and manage all aspects of administrative tasks, including scheduling meetings, organizing events, and booking travel.
• Oversee client intake processes, including anti-money laundering (AML) checks and drafting engagement letters.
• Provide comprehensive billing and invoicing support to attorneys.
• Professionally handle incoming calls, acting as a gatekeeper when necessary.
• Proactively manage complex calendars and schedule external and internal meetings, utilizing appropriate systems such as GAS.
• Manage shared inboxes and assist with email filing using iManage, including support for physical document filing.
• Serve as a direct liaison for clients and their administrative contacts, supporting client relationship activities.
• Collaborate effectively with E2E services, fellow business management secretaries, and various teams to ensure streamlined support.
• Handle urgent document production needs not suited for Document Services.
• Balance multiple priorities and competing deadlines with efficiency.
• Liaise with courts as needed and assist with the preparation of court documents and bundles.
• Provide administrative support during meetings, including recording action items and following up as required.
• Mentor and support junior team members as a buddy or informal coach.
• Take ownership of specific practice group responsibilities and tasks.

Required Skills & Experience

• Previous experience in a legal or professional services environment.
• Demonstrated proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Access, Teams).
• Strong skills in calendar and diary management, as well as document handling.
• Exceptional organizational and problem-solving skills, with the ability to manage multiple tasks and deadlines.
• A proactive mindset, with a desire to continuously improve and upskill.
• Excellent written and verbal communication skills.
• High level of attention to detail and accuracy.
• Collaborative, team-oriented approach with the ability to build effective working relationships.