Support Assistant

Torys LLP; Toronto; On-site; CAD 30,000 - 60,000; Full time

Job summary

A leading law firm in Toronto is seeking a Support Assistant to provide routine administrative support to legal assistants and visiting lawyers. Responsibilities include coding and organizing documents, assisting with electronic filing, and ensuring office supplies are available. The ideal candidate has at least one year of related experience, strong skills in MS Office, and excellent attention to detail. This position requires being in the office five days a week from 8 am to 4 pm or 9 am to 5 pm.

Qualifications

• 1 year related experience in a professional services firm.
• Strong working knowledge of MS Office and PDF software.
• Ability to manage multiple client needs simultaneously.

Responsibilities

• Provide routine administrative support to legal assistants.
• Assist visiting lawyers with office supplies and equipment.
• Prepare binders and closing folders.

Skills

Client service orientation

Organizational skills

Communication skills

Attention to detail

Time management

Tools

MS Office

Adobe Acrobat

Nuance Power PDF

Job description

Position Overview

The Support Assistant is responsible for providing routine administrative support to legal assistants and principals across the Toronto office (including visiting lawyers).

Key Accountabilities

Position Accountabilities

• Responsible for coding, bookmarking, quality-checking, organizing, printing and scanning documents (i.e. download jobs from email or data sites, size, reproduce, sort, collate and finish).
• Complete a high volume of work accurately.
• Assist with electronic filing as per legal assistant/principal instructions and firm/practice group guidelines.
• Provide routine support to visiting lawyers which includes:
  • ensuring office supplies (pens, pencils, highlighters, paper, etc.) are available and equipment (computer, phone and printer) is in working order;
  • ensuring principals know who to contact for document support during and after hours; and
  • liaising with visiting lawyer’s assistant to coordinate and confirm travel arrangements and requirements upon arrival.
• Prepare binders (i.e. Cerlox), closing folders and closing books.
• Work cooperatively with others in their team/quad in scheduling vacation, breaks/lunches and absenteeism time to ensure assistants/principals are well supported.
• Assist with ad hoc duties as required (e.g. data entry).

Attributes & Experience

• 1 year related experience, preferably within a professional services firm (including working with photocopiers, scanners and binding equipment).
• Strong working knowledge of MS Office product suite, and PDF creator and editor software programs such as Adobe Acrobat or Nuance Power PDF.
• Experience using an electronic document management system would be an asset.
• Strong client service orientation combined with the ability to manage multiple client needs at the same time.
• Excellent organizational skills with the ability to plan, prioritize and manage time effectively.
• Ability to work well independently and collaboratively within a team environment.
• Excellent communication (verbal and written) and interpersonal skills.
• Exceptional attention to detail.
• Ability to follow instructions and standard work processes to perform routine tasks.
• Ability to quickly adapt and learn new technology.

Additional information

This position will be in the office 5 days per week. The hours are 8am - 4pm or 9am - 5pm.