Legal Practice Assistant, Litigation

Torys LLP

7d•Hybrid

About The Position

The Legal Practice Assistant provides administrative support for the principal’s litigation practice. The role supports principals and clients, coordinates communications and meetings, maintains calendars and files, and assists with financial, billing, business development, and matter/project management activities. The position is part of a hybrid work model, with four days in the office per week. New hires are expected to work in the office more often during their first few months for cross-training.

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; efficiency and organization.
Proactive approach and 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

Related experience within a legal professional services firm.

Responsibilities

Coordinate principals’ travel arrangements, itineraries, and travel expense reports; complete LSUC renewal applications and track CPD credits; update bios and conference information; and liaise with Boards.
Prepare client correspondence in accordance with principal and practice-group requirements.
Update contact information in Interaction and other client databases.
Coordinate client meetings, schedule boardrooms, and arrange catering or audio-visual equipment.
Maintain principals’ calendars, including meetings, appointments, due dates, and client-related activities, and maintain a tickler system for regular client engagement.
Handle incoming mail, email, and fax communications and arrange specialized mail, courier, or messenger services as needed.
Receive, screen, direct, and respond to incoming calls and routine client inquiries; take messages as required.
Respond promptly to requests and collaborate with firm departments and colleagues.
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 remain supported.
Coordinate activities 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 needed.
Monitor outstanding work in progress to support timely billing.
Prepare, print, and review prebills using the 3E billing workflow; 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 spreadsheets and other reports 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 track budget thresholds while updating billing principals.
Prepare engagement letters and coordinate new file openings, matter intake, conflict searches, and audit requests with the Conflicts and Records team.
Maintain and organize files for retrieval and file or scan correspondence and records into the firm’s document management system.
Work with Support Assistants to store client files according to firm guidelines.
Coordinate with departments to compile materials for pitches and requests for proposals, including principal biographies and billing rates.
Assist principals with matter and project management, including preparing reports and tracking project items and related budget information.