Administrative Assistant

Purpose of Role The Administrative Assistant will perform all administrative and file management tasks requested by Lawyers, PAs, Clerks, and other support functions. This includes file opening, copying, filing, archive management, scanning and completing general administrative duties as required. Filing, copying, scanning, and general administration is an integral part of the operation of the firm and within this role the Administrative Assistant will be required to complete duties for extended periods of time during each day. Key Responsibilities The Administrative Assistant is accountable for establishing and maintaining an ongoing service-based relationship with the team, as part of our successful national Intellectual Property Group team, within Canada’s premier full-service law firm. Administration and File Management Receive and process file management requests, including maintaining accurate statuses on files Opening new files Running daily due lists and advising group of deadlines where applicable Return or add documents to existing client electronic files Processing associate invoices for payment Work with the practice management system to log and record documents Handle and administer closed electronic files as requested, including handling abandonment of files and closing files Undertake all file management and file housekeeping procedures to ensure electronic filing constantly up to date Understand, identify and process all principle documents within electronic files Process archive retrieval requests Maintain all work areas in a tidy and orderly manner Assist with KYC and conflict checking procedures in accordance with the firm’s procedures Correspond with agents and clients re reminders and upcoming deadlines Reporting correspondence to client as requested Conduct web searches re travel and other items as requested by team Any other duties as requested by the business Customer Service Deal with any Patent Law Clerk, Patent Agent and Practice Assistant (PA) enquiries in a prompt and efficient manner Communicate and liaise with Patent Law Clerks, Patent Agents and PAs on electronic file management issues Consistently and appropriately update the team on progress where appropriate Work with team to offer assistance wherever possible Key Competencies Post-Secondary Law Clerk, Paralegal or Legal Administration diploma A minimum of 1 year administrative experience in an office environment ideally with exposure to, knowledge of and / or an interest in Intellectual Property law Superior written communication skills in English with excellent attention to detail Advanced technical skills, specifically in MS Office (Word, PowerPoint, Excel, and Outlook) and be committed to furthering their knowledge to remain up-to-date on current technology and best practices Ability to take initiative Flexible and enthusiastic self-starter Strong organization and multi-tasking skills Excellent interpersonal skills Strong teamwork skills Ability to work under pressure and meet deadlines Sound knowledge of support services A desire to continuously improve skills A strong focus on ensuring the highest levels of client service standards are delivered and maintained Everyone at BLG is required to carry out the duties of their role while upholding the important principles of our respectful workplace policies, and treating everyone with respect, regardless of position. At BLG, valuing diversity and inclusion is key to a respectful workplace. Please note that relatives of current BLG employees and partners are not eligible for consideration. BLG is committed to building a diverse workplace reflective of the communities we serve and to fostering an inclusive culture where Firm members feel valued, respected and inspired to thrive as their authentic selves. We value diversity of thought and the unique skills, perspectives and experience each individual brings to BLG. We welcome applications from all qualified candidates and encourage applicants from members of groups that have been historically underrepresented, including but not limited to First Nations, Métis and Inuit Peoples, racialized individuals, persons with disabilities, people who identify as women and / or LGBTQ2S+. We also strive to provide an accessible candidate experience. Please let us know if you need any accommodations during the recruitment process. #J-18808-Ljbffr