Legal Support (Document Specialist) Services Assistant

Fasken•Toronto, ON

3d•Hybrid

About The Position

Reporting to the Manager, Legal Assistant Services, the Legal Support Services Assistant has extensive experience in preparing and formatting complex legal documents, including lengthy corporate documents and litigation briefs for court. Hours of work are from Sunday to Thursday, 11:00 a.m. – 7:00 p.m. ET. Occasional pre-authorized overtime may be required to meet client needs. This is a hybrid position.

Requirements

Minimum 5 years’ experience as a Document Specialist or similar role in a legal environment.
Proficiency in Microsoft Office Suite, particularly Word, and other document processing software.
Strong understanding of legal document formatting standards and court requirements.
Proficiency in Adobe Acrobat and other PDF management tools.
Excellent attention to detail and organizational skills.
Ability to work under pressure and meet tight deadlines.
Strong communication and collaboration skills.

Nice To Haves

Post-secondary education in Office Administration (Legal), Law Clerk program or related field, an asset.
Experience in OCCP portal filings an asset.
Familiarity with legal terminology and procedures is a plus.

Responsibilities

Prepare, format, and proofread complex legal documents across multiple practice areas, including real estate agreements, corporate governance documents, employment and human resources materials, and litigation briefs.
Ensure documents adhere to firm standards, court requirements and clients expectations, including proper formatting, pagination, and citation.
Utilize advanced document processing tools to create hyperlinks, tables of contents, and other navigational aids within lengthy documents.
Collaborate with other LSS team members to ensure accurate and timely completion of tasks, adapting to urgent requests and shifting priorities.
Collaborate with legal professionals to gather necessary information, clarify instructions and ensure accuracy and completeness of documents.
Manage version control and track changes in documents to maintain a clear record of revisions.
Coordinate with internal parties, such as legal assistants and legal professionals, to obtain necessary documentation.
Provide technical support for document-related issues, including troubleshooting formatting problems and ensuring compatibility across different platforms.
Maintain confidentiality and security of all legal documents and client information.
Share knowledge, mentor and cross-train team members.
Identify areas for process improvement and adopt new technology solutions to enhance efficiency.
Stay updated on the latest legal document formatting standards and best practices.
Perform other duties, as assigned, to support the firm’s needs and adapt to changing priorities.