Litigation Legal Administrative Assistant

MLT Aikins LLP•Vancouver, BC

24d•Onsite

About The Position

Our Vancouver office has a busy and growing litigation practice led by two senior partners with a large and active client base. We are seeking a highly organized, proactive and detail-oriented professional to help manage the day-to-day operations of our practices and support the broader litigation group. This is not a traditional Legal Assistant role. You will act as a central point of coordination across lawyers, clients and matters, ensuring that our practices run efficiently, deadlines are met and administrative and operational functions are handled seamlessly.

Requirements

Graduate of a recognized administrative assistant program (equivalencies may be considered)
Minimum of three years of experience as a senior executive assistant, legal assistant or practice coordinator
Familiarity with litigation practices or professional services environments
Exceptional organizational skills and attention to detail
Strong administrative and communication skills
Proactive and able to anticipate needs before they arise
Comfortable managing multiple priorities in a fast-paced environment
Professional and confident in communicating with clients and counsel
Discreet and trustworthy with sensitive and confidential information
Calm under pressure and solutions-oriented

Responsibilities

Drafting and sending retainer letters
Running conflict checks and opening new files
Coordinating client communications and correspondence
Managing calendars, meetings and scheduling with clients, associates and opposing counsel
Assisting with booking court dates and coordinating litigation logistics
Managing time and billing processes
Preparing and sending invoices and tracking accounts receivable
Following up on outstanding accounts and managing collections with professionalism and discretion
Managing daily schedules, task lists and reminders for both partners
Meeting regularly with partners to track priorities, deadlines and ongoing matters
Tracking associate hours and assisting with quarterly litigation reporting
Maintaining internal agendas for marketing, recruiting and practice development initiatives
Submitting expenses and coordinating business travel
Coordinating client meetings and firm events
Assisting with marketing and business development initiatives in collaboration with the firm’s marketing team
Supporting speaking engagements, advocacy events and client-facing activities
Managing client gifting and ongoing client relationship support