Legal Administrative Assistant - Commercial Real Estate

McMillan LLP•Toronto, ON

8h•Hybrid

About The Position

McMillan has an exciting opportunity as a Legal Administrative Assistant in our Toronto Commercial Real Estate Group. As a member of the team, you will play a key role in managing the legal and administrative aspects of the practices of a team of successful legal professionals. This role offers a hybrid workweek, combining working at home for a few days and working in the Toronto office for the balance.

Requirements

A Legal Assistant or Office Administration Diploma with a minimum of three to five years of administrative experience supporting multiple legal professionals in a commercial real estate setting
Strong administrative, organizational, and interpersonal skills
High attention to detail with the ability to proactively and effectively meet deadlines
Comfort working in fast‑paced environments and within team settings
Commitment to delivering exceptional client service
Eagerness to expand knowledge and adopt new technologies
Strong proficiency in Microsoft Word, Excel, PowerPoint, and Adobe Acrobat Pro
Prior experience with iManage, Intapp, and 3E or similar document management, file opening, and accounting software, as well as Teraview required

Responsibilities

Act as the go-to person for your team, providing guidance and organizational support
Support the day-to-day requirements of a commercial real estate practice, with an emphasis on financing, acquisition, and disposition
Prepare daily correspondence and draft financing, conveyancing documentation, and reports from precedents
Prepare off-title enquiries using Contract Express and HighQ
Draft documents, pull PINs and instruments, and conduct sub-searches in Teraview
Assist with drafting, compiling, and tracking Closing Books
Support administrative details with respect to billing, filing, accounting, docketing, and expenses
Manage and organize documents within the document management system and assist with file organization
Monitor deadlines and manage reminder systems
Open new client matters and manage related administrative processes
Maintain and update client contact information using the Firm’s Client Relationship Management software
Assist with tracking business development activities
Manage calendars and coordinate and schedule meetings
Coordinate travel arrangements, conference registrations, and itineraries
Leverage technology to service clients in an efficient and effective manner.