Tax & Estates Legal Assistant

Robins Appleby LLP; Toronto; On-site; CAD 75,000 - 83,000; Full time

Benefits offered by this job

Competitive salary

Benefits package

Job summary

Robins Appleby, located in Toronto's financial district, seeks a talented Tax and Estates Legal Assistant to support busy lawyers in taxation and estate planning. The role involves preparing correspondence and documents, organizing files, and coordinating deadlines while ensuring top-tier client service.

The ideal candidate has a minimum of 5 years in a law firm or professional services, with strong MS Office proficiency and experience with PDF tools and document management systems.

Qualifications

• Successful completion of a Legal Assistant program at a recognized community college.
• Minimum of 5 years' experience in a law firm or professional services preferably within Tax and Estates.
• Proficiency in Microsoft Office (Word, Excel, and Outlook).
• Working knowledge of Adobe/Kofax PDF, DocuSign, Workshare Compare, Closing Folders, MinuteBox and Carpe Diem.
• Experience with a document management system, e.g., iManage.
• Strong organizational and time-management skills to manage multiple priorities and meet deadlines.
• Excellent client service and interpersonal communication skills.
• Independent worker who can also collaborate effectively in a team.

Responsibilities

• Assist with preparation of correspondence and legal documents relating to taxation and estate planning including complex wills and trusts; estate administration.
• Ensure time-sensitive documents are managed effectively.
• Organize, open, manage and close client files.
• Prepare reports – estate planning and corporate reorganizations.
• Enter dockets and process monthly accounts.
• Maintain tickler systems to monitor key dates for task management.
• Schedule meetings and coordinate appointments for lawyers.
• Act as a point of contact for communications with clients and vendors.
• Other duties as assigned.

Skills

Communication skills

Organization

Attention to detail

Independence

Team collaboration

Education

Legal Assistant program finished

Tools

Microsoft Office (Word, Excel, Outlook)

Adobe/Kofax PDF

DocuSign

Workshare Compare

Closing Folders

MinuteBox

Carpe Diem

iManage document management

Job description

For over 70 years, Robins Appleby has provided practical legal advice to entrepreneurs, organizations, financial institutions, and foreign companies conducting business in Canada. Located in Toronto’s financial district, we operate at the heart of the city's growing business hub.

Who we are

Delivering The Robins Appleby Edge: top-tier legal acumen with the efficiency, care, and

personal touch of a close-knit team. We build lasting relationships, achieve exceptional results in complex legal matters, and treat every client’s needs with dedication, respect, and integrity.

Robins Appleby offers an environment that encourages mentoring, inspires enthusiasm, and motivates and challenges employees to put forth their best efforts in achieving personal and firm goals.

TAX AND ESTATES LEGAL ASSISTANT

Our dynamic Tax and Estates team is currently seeking a talented and detail-oriented Legal Assistant to provide support to lawyers in their busy practices.

Duties and Responsibilities:

• Assist with preparation of correspondence and legal documents relating to areas of taxation and estate planning including complex wills, family trusts and estate administration;
• Ensure time-sensitive documents are managed effectively;
• Organize, open, manage and close client files;
• Prepare reports – estate planning and corporate reorganizations;
• Enter dockets and process monthly accounts;
• Maintain tickler systems to monitor key dates for task management;
• Schedule meetings and co-ordinate appointments as required ensuring the lawyer’s calendar is up-to-date, including adding events, rescheduling appointments and providing daily briefings;
• Act as a point of contact for incoming and outgoing communications including phone calls, emails, and documents for clients and vendors; and
• Other duties as assigned.

Qualifications Required:

• Successful completion of a Legal Assistant program at a recognized community college
• Minimum of 5 years' experience working in a law firm or in professional services preferably within Tax and Estates
• Proficiency in Microsoft Office (including Word, Excel, and Outlook)
• Working knowledge of Adobe/Kofax PDF, DocuSign, Workshare Compare, Closing Folders, MinuteBox and Carpe Diem
• Experience working with a document management system, e.g., iManage
• Possess well-developed organizational and time management skills in order to manage multiple priorities with ease in order to meet tight deadlines
• Strong communication and interpersonal skills help you to build relationships and provide excellent client service
• As a confident self-starter, you work well both independently, and in a team environment
• Operate with a high degree of accuracy and strong attention to detail
• Show good judgment, discretion and respond well to constructive feedback.

Compensation: $75,000 – $83,000

This range represents the anticipated base compensation. Final compensation will be determined based on experience, qualifications, and internal equity.

Vacancy: This position is for an existing vacancy

Why Join Us:

• Competitive salary and benefits package
• Professional development opportunities and a supportive work environment
• A collaborative and collegial team that value work-life balance

Background and Reference Checks

Any offer of employment may be conditional upon background checks including a criminal record check, a credit check, social media check, and employment and educational verification.

At Robins Appleby we are committed to equity, diversity and inclusion. We welcome and encourage applications from individuals from all backgrounds, inclusive of race, ethnicity, faith, religion or spiritual beliefs, gender, gender identity, age, sexual orientation, abilities, social perspective and other characteristics. Accommodations are available on request for candidates taking part in all aspects of the selection process.