Legal Administrative Assistant

McCarthy Tétrault LLP•Toronto, ON

1d•CA$58,000 - CA$72,000•Hybrid

About The Position

McCarthy Tétrault is a Canadian law firm offering comprehensive legal and business solutions. We are seeking a Legal Administrative Assistant for our Toronto office to provide support to team members across various practice groups. This role involves managing requests, basic document support and production, and contributing to a collaborative and inclusive work environment. The firm is recognized as one of Canada's Top 100 Employers and a Best Diversity Employer.

Requirements

Post-secondary diploma in Legal Assistant, Executive Assistant or Administrative Assistant program.
1-3 years relevant experience required, preferably in legal or another professional services environment.
Intermediate proficiency in Microsoft Suite (Outlook, Word, Excel, PowerPoint).
Learns and maintains a solid understanding of Firm operational policies, process knowledge and firm-specific technology.
Possesses strong word processing, spelling, proofreading and editing skills.
Works effectively with other team members and demonstrates tact, respect, and professionalism in all interactions.
Provides a high level of service to colleagues and clients (on a limited basis / as required by specific support requests).
Assesses priorities and performs duties in a highly organized manner; demonstrates strong time management and multi-tasking skills and works well under pressure to meet important deadlines.
Actively listens to understand client and colleague needs; asks questions to clarify expectations, seeks to fully understand situations, issues, and concerns.
Responsive to client and colleague requests, providing updates on progress of requests; identifies and communicates obstacles to achieving desired results, in a timely manner.

Responsibilities

Collaborating seamlessly with team members to provide comprehensive support in triaging and managing requests.
Displaying swift responsiveness to inquiries, consistently meeting deadlines, and fostering harmonious cooperation across various departments and individuals within the Firm.
Effectively managing workflow fluctuations with minimal supervision.
Overseeing the Intake process, prioritizing and coordinating work for timely completion.
Answering process related questions and helping troubleshoot timekeeper issues related to areas of expertise and responsibility.
Liaising with and directing requests to other Firm support resources as necessary to ensure efficient and appropriate utilization of resources.
Maintaining accurate updates in the workflow system to track and monitor requests.
Providing reliable backup support in the Resource Centre.
Continuously enhancing job knowledge and technical skills through active team participation.
Proactively sharing knowledge, information, and mentorship with stakeholders and team members to foster a positive and collaborative environment.
Performing quality control of own work, seeking clarification when necessary, and reviewing work of others.
Providing support to lawyers in specific practice groups as required in order to maintain the Firm’s legal support services ensuring continuous legal operations and client satisfaction.
Collaborating with Resource Centre clients to process timekeeper expenses through creation of expense reports in accordance with guidelines set forth by the Firm.
Submitting and processing vendor/third party cheques and invoices on behalf of timekeepers in the Firm’s system.
Performing administrative support such as printing, scanning, faxing, photocopying, archiving, saving/renaming documents to the Firm’s Document Management System, creating binders, copying to CD/USB keys, data base entry and uploading/downloading from internet or data rooms.
Working with Records Management to create, maintain and store client files in accordance with the Firm policies and guidelines.
Drafting, editing, basic formatting, and revising correspondence, memoranda, large transaction documents, reports, forms, labels, etc..
Proofreading documents and checking for appropriate formatting, spelling, grammar and clarity.
Preparing basic court documents.
Collaborating with Resource Centre clients to assist with organization of travel bookings and prepare travel itineraries in accordance with preferences, including reserving air, lodging, ground transportation, and meal reservations.
Updating contact names and addresses in the client database on a regular basis.
Supporting various practice groups with legal documents in accordance with the requirements set by the practice group.
Maintaining in-depth knowledge of legal terminology, court rules and procedures as well as medical terminology where applicable.
Other duties as assigned.