Legal Practice Assistant, Corporate

Torys LLP

5d • Hybrid

About The Position

The Legal Practice Assistant provides administrative support for the principal’s practice in a corporate legal setting. The role supports principals and clients with scheduling, communications, travel, financial and billing processes, file management, business development materials, and matter/project coordination. It is part of a hybrid work model requiring four days in the office each week. New hires are expected to work in the office more often during their first few months for cross-training. The position is an existing vacancy. Salary is based on the candidate’s skills, experience, and qualifications. The firm uses AI-powered tools in initial application screening, with applications and hiring decisions reviewed by Human Resources. Offers are subject to criminal record, social media, employment, and education background checks. The firm states its commitment to diversity and to an inclusive and accessible work environment, with accommodations available for applicants with disabilities.

Requirements

• Legal Assistant diploma or a post-secondary degree or diploma in Office Administration.
• At least 5 years of related experience.
• Strong knowledge of legal terminology, documents, and procedures.
• Proficiency in the 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 approach and ability to take initiative.
• Ability to work independently and collaboratively in a team environment.
• Ability to work in a high-pressure environment.
• Flexibility to occasionally work overtime.

Nice To Haves

• Experience within a legal professional services firm is preferred.

Responsibilities

• Coordinate travel arrangements, prepare itineraries and travel expense reports, complete LSUC renewal applications, track CPD credits, update bios, and coordinate conference and board-related activities.
• Prepare client correspondence according to the principal’s or practice group’s requirements.
• Update client contact information in Interaction and other client databases.
• Coordinate client meetings, book boardrooms, and arrange catering or audio-visual equipment.
• Maintain principals’ calendars, including meetings, appointments, due dates, and client-related activities; establish and maintain tickler systems to support regular client contact.
• Handle incoming mail, email, and fax communications and arrange specialized mail, courier, or messenger services as required.
• Receive, screen, handle, or direct incoming calls; respond to routine client inquiries and requests and take messages as needed.
• Respond promptly to requests and collaborate with other departments and firm members.
• Provide backup support to other Legal Practice Assistants when they are absent, at capacity, or managing multiple or difficult deadlines.
• Coordinate vacation, breaks, lunches, and absences with the team or quad to ensure principals are supported.
• Coordinate with other departments and staff, including Facilities and Marketing, and work with Document Specialists and Support Assistants to complete tasks promptly.
• Participate in assigned projects and initiatives.
• Partner with principals to ensure docket time is entered by deadlines and follow up as required.
• Monitor outstanding work in progress and support timely billing.
• Prepare, print, and review prebills using the 3E billing workflow and functionality; revise them according to client billing guidelines and firm standards and policies.
• Ensure invoices are sent to clients promptly.
• Prepare cheque requisitions for third-party invoices and filing fees.
• Prepare reports, including spreadsheets, related to time and billing information for principals or clients.
• Monitor clients or matters with alternate fee arrangements, ensure special rates and discounts are applied, and monitor budget thresholds and update billing principals.
• Prepare engagement letters and work with the Conflicts and Records team on new file openings, matter intake, conflict searches, and audit requests.
• Maintain and organize files for easy retrieval; file and scan paper or electronic correspondence and records into the firm’s document management system.
• Work with Support Assistants to store client files in accordance with firm guidelines.
• Coordinate with departments to compile correspondence and documents for pitches and requests for proposals, including principal biographies and billing rates.
• Assist principals with matter and project management, including preparing reports and monitoring project items and related budget information.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree