Practice Assistant/Legal Assistant – Commercial Litigation | Toronto, ON

OverviewIn this position of Practice Assistant you will coordinate support services including delegating and reviewing the completion of document production, file management, copying/scanning work and other administrative work. You will take an active interest in, and obtain a thorough understanding of, all aspects of client requirements to provide exceptional service levels to the lawyers and clients. This is a fantastic opportunity to excel in a client facing role within a prestigious firm.Summary of ResponsibilitiesAdministrativeManage calendars, ensuring they are up to date and reminding lawyers of meetings etc. on a daily basisArrange meetings, book conference rooms, refreshments, check rooms prior to meetings etc. and liaise with other attendees, both internal and externalArrange for travel bookings and related details to be made through the support teamsArrange photocopying, printing, organizing couriers, sending out of letters, faxes etc.Arrange for files to be opened and closed, supervise general filing requirements and record keepingUse effective systems to ensure that both short and long term tasks are completed within required timescalesSupport lawyers in marketing activities including involvement in preparation of pitches and presentationsCommunicationTake internal and external telephone queries, responding as appropriate and/or ensuring that all messages are passed on in a timely mannerMonitor post and/or e-mails and dealing with as appropriate and ensure that all client related correspondence is passed on to an appropriate lawyer if the relevant person is out of the officeLiaise with administrative support departments on behalf of lawyers as requiredLiaise with the department’s Team Leader over any planned absences, arranging cover as necessary and communicating this to the relevant lawyers.Client Relationship ManagementBecome an active part in the care of clients and be wholly familiar with contacts/clientsEnter, maintain and update client details and relevant information in the Firm’s CRM contacts systemDeal with basic client queries and general administrationArrange client meetingsDocument ProductionCheck correspondence, attachments, documents, reports, presentations, faxes etc. produced by the Document Production team before they are passed to the relevant lawyer and undertake basic/minor amendments where appropriateType urgent/short/confidential correspondence and emailsProduce and maintain Excel spreadsheets as requiredFinancial – BillingAssist lawyers in ensuring their time is recorded properly and entered onto the system on a daily basisAssist lawyers in the billing and credit control process by liaising with the lawyer and accounts and to produce standard prebill financial/time reports through the systemRequest cheques, bank transfers and paying in money received, as appropriateOther Duties & ResponsibilitiesIn addition to providing support to the lawyer(s) to whom they report, a Practice Assistant will also provide assistance to their immediate colleagues in the department and, where practical, other departments.Team dutiesAssisting other members of the firm, both proactively and at the request of the Team LeaderAny other duties as requested by the Lawyers or Team LeaderCore Skills & RequirementsSuccessful completion of a Community College legal assistant and/or law clerk programExperience in Commercial Litigation lawAccurate typing speed of approximately 60 words per minuteAdvanced knowledge of Microsoft Word, Outlook, Excel, PowerPoint, research tools and other systems implemented by the firmExcellent telephone manner and competent knowledge of telephone systemExcellent communication, organizational and team skillsExcellent attention to detailAbility to think ahead and use initiativeFlexible and dependable, able to take the initiativeAble to remain calm under pressure and work to tight deadlinesConscientious, approachable and enthusiasticAble to quickly build confidence, respect and trust with othersHave a positive approach to daily tasks and have a solutions focused working methodSound knowledge of support servicesA desire to enhance the skills of self and othersA strong focus on ensuring the highest levels of service standards are delivered and maintained #J-18808-Ljbffr