Legal Administrative Assistant

Job Description

<p><strong>Legal Administrative Assistant</strong></p><p><strong>Toronto, ON (Hybrid) 4 days in office</strong></p><p>We're looking for a highly organized and proactive <strong>Legal Administrative Assistant</strong> to provide comprehensive support to our team of professionals. This role offers the opportunity to work in a dynamic environment, handling administrative, financial, and client-related tasks that ensure the smooth operation of legal matters.</p><p><strong>What You'll Do</strong></p><ul><li>Serve as a key contact for scheduling, travel arrangements, correspondence, and client engagement.</li><li>Update and maintain contact information, calendars, and internal databases.</li><li>Coordinate client meetings, boardrooms, catering, and audio-visual support.</li><li>Handle incoming calls, mail, and email communications professionally and efficiently.</li><li>Provide backup support to colleagues as needed to ensure consistent coverage.</li><li>Collaborate with internal teams such as Marketing, Facilities, and Document Specialists to complete tasks promptly.</li></ul><p><strong>Financial Administration</strong></p><ul><li>Partner with principals to ensure accurate time entry, billing, and tracking of outstanding invoices.</li><li>Prepare, review, and revise pre-bills and invoices according to client guidelines and internal standards.</li><li>Process cheque requisitions and other payments for third-party invoices and filing fees.</li><li>Generate reports related to time, billing, and project budgets, and monitor alternate fee arrangements.</li></ul><p><strong>Project Support</strong></p><ul><li>Prepare engagement letters and assist with matter intake, conflict searches, and file audits.</li><li>Maintain organized, retrievable electronic and paper files in compliance with internal procedures.</li><li>Support principals with project management tasks, including tracking deliverables, budgets, and reporting.</li></ul><p><strong>Marketing Support</strong></p><ul><li>Coordinate materials for proposals and pitches, including principal bios, billing rates, and other documentation.</li></ul><p><strong>What You Bring</strong></p><ul><li>Legal Assistant diploma or post-secondary degree/diploma in Office Administration.</li><li>3-5+ years of experience supporting legal or professional services teams.</li><li>Strong knowledge of legal terminology, documents, and procedures.</li><li>Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).</li><li>Excellent organizational skills, attention to detail, and ability to manage multiple priorities.</li><li>Strong communication and interpersonal skills.</li><li>Ability to work independently, collaboratively, and under pressure.</li><li>Flexibility to occasionally work overtime as required.</li></ul><p><br></p><p><strong>Why You'll Love Working Here</strong></p><ul><li>Work in a collaborative and professional environment with supportive colleagues.</li><li>Gain exposure to a variety of legal and administrative functions.</li><li>Opportunity to develop your career and strengthen your skills in legal administration.</li></ul><p></p>