About the role

Legal Practice Assistant supporting corporate lawyers at Torys law firm. Managing client service, billing, file administration, and matter coordination in a hybrid Toronto role.

Responsibilities

Provide administrative support for principals’ practices
Coordinate travel arrangements, itineraries, travel expense reports, renewals, CPD credits, bios and conferences
Prepare client correspondence and maintain client databases
Coordinate client meetings, boardrooms, catering and audio-visual equipment
Maintain principals’ calendars, including meetings, appointments, deadlines and client activities
Handle incoming mail, email, fax communications, calls and routine client inquiries
Collaborate with departments, Legal Practice Assistants, Document Specialists and Support Assistants
Provide backup support and coordinate team coverage
Ensure docket time is entered and monitor outstanding WIP for timely billing
Prepare, review and revise prebills and invoices using 3E billing workflow
Prepare cheque requisitions and time/billing reports
Monitor alternate fee arrangements, rates, discounts and budget thresholds
Prepare engagement letters and coordinate new file openings, matter intake, conflict searches and audits
Maintain and organize physical and electronic files in the firm’s document management system
Coordinate materials for pitches and requests for proposals
Assist with matter and project management, reports, project tracking and budget monitoring
Participate in assigned projects and initiatives

Legal Assistant diploma or post-secondary degree/diploma in Office Administration is required
5+ years related experience, preferably within a legal professional services firm
Strong knowledge of legal terms, documents and procedures
Proficient in MS Office product suite
Strong client service orientation and ability to manage multiple client needs simultaneously
Excellent verbal and written communication and interpersonal skills
Exceptional attention to detail; efficient and organized; proactive and takes initiative
Ability to work independently and collaboratively within a team environment
Ability to work in a high-pressure environment
Flexibility to occasionally work overtime
Successful background checks, including criminal record, social media, employment and educational background checks