Legal Practice Assistant, Litigation

Torys LLP

1d • Hybrid

About The Position

The Legal Practice Assistant is responsible for the administrative side of the principal’s practice.

Requirements

• Legal Assistant diploma or post-secondary degree/diploma in Office Administration is required.
• 5+ years related experience, preferably within a legal professional services firm.
• Must have strong knowledge of legal terms, documents and procedures.
• Proficient in MS Office product suite.
• Strong client service orientation combined with the ability to manage multiple client needs at the same time.
• Excellent communication (verbal and written) and interpersonal skills.
• Exceptional attention to detail, efficient and organized.
• Proactive and takes initiative.
• Ability to work well independently and collaboratively within a team environment.
• Ability to work in a high-pressure environment.
• Flexibility to occasionally work overtime.

Responsibilities

• Act as key contact for all matters relating to: coordinating travel arrangements, preparing itineraries and travel expense reports; completing LSUC renewal applications, and tracking CPD credits; and updating bios, internal and external conferences, and liaising with Boards, etc.
• Prepare client correspondence in accordance with the requirements set by the principal/practice group, as required.
• Update contact names and addresses in Interaction and any other client databases.
• Coordinate client meetings, schedule boardrooms, and arrange for catering or audio-visual equipment.
• Update calendars for assigned principals, which includes meetings, appointments, due dates and client-related activities (i.e., set up/maintain tickler system to ensure principals engage with clients on a regular basis).
• Handle and review all incoming mail, email, fax communications, and arrange for specialized mail/courier/messenger services as required.
• Receive, handle, screen, and/or direct incoming calls as directed by principals.
• Respond to routine inquiries and requests from clients, and take messages as required.
• Respond promptly to requests and work collaboratively with other departments and members of the firm.
• Provide backup support when other Legal Practice Assistants are absent, are at capacity, and/or managing multiple/difficult deadlines.
• Work cooperatively with others in their team/quad in scheduling vacation, breaks/lunches, and absenteeism time to ensure principals are well supported.
• Coordinate activities with other departments and staff as required (e.g., Facilities, Marketing, etc.).
• Liaise and work closely with Document Specialists and Support Assistants, as appropriate, to ensure tasks are completed within a timely manner.
• Participate in projects and initiatives as assigned.
• Partner with principals to ensure docket time is entered by set deadlines and follow up with principals as required.
• Monitor and review outstanding WIP (Work In Progress) to ensure timely billing.
• Prepare, print and review prebills (e.g., monthly, quarterly or on request) using 3E billing workflow and functionality, and revise according to client billing guidelines and Firm standards and policies.
• Ensure invoices are sent to clients in a timely manner.
• Prepare cheque requisitions as required to initiate payment of third-party invoices and filing fees
• Prepare various reports (e.g., spreadsheets) related to time/billing information for principals and/or clients.
• Proactively monitor specific clients and/or matters when Alternate Fee Arrangements are in place.
• Ensure special rates and discounts are applied to invoices.
• Actively monitor budget thresholds and update billing principals on status.
• Prepare engagement letters and work with the Conflicts and Records team to coordinate new file openings, matter intake, conflict search and audit requests.
• Maintain and organize files to ensure they are easily retrievable by principals, and file/scan all paper or electronic correspondence/records into the firms document management system.
• Work with Support Assistants, as required, to store client files as appropriate within firm guidelines.
• Coordinate with various departments to ensure all necessary correspondence/documents are compiled for Pitches and Request for Proposals (i.e., principal bios, billing rates, etc.).
• Assist principals with matter/project management support as required (e.g., set up and prepare reports, proactively monitor and track project items and related budget information).

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 501-1,000 employees