Administrative/ Legal Assistant

3 weeks ago

Halifax, Canada Torys LLP Full time

Join to apply for the Administrative/ Legal Assistant role at Torys LLP. Responsibilities Greet visitors in a professional and courteous manner, provide and keep track of access cards for all visitors, offer refreshments (as required), and direct to appropriate waiting area. Open the office at the start of the day (e.g., empty the dishwasher, set up the boardroom, maintain office tidiness), and organize and maintain the supply storeroom, including stocking kitchen, cleaning, and office supplies. Maintain printing services by managing request service and monitoring inventory levels to ensure the copier is adequately stocked. Provide administrative support to principals (lawyers and paralegals) including travel arrangements, expense reports, boardroom bookings, cheque requisitions, filing, arranging courier packages, handling and reviewing incoming mail/email/fax communications, photocopying, printing, binding, and any other administrative assistance as required. Create various legal and other documents/agreements through copy typing, transcription, scanning or other methods; perform mail merges, insert media into presentations, cross‑reference, index, create tables, work with graphs, charts and objects, and use graphics applications. Assign lawyers to review non‑disclosure agreements, pricing supplements, and related closing documents. Maintain and organize files to ensure easy retrieval by principals; file/scan all paper or electronic correspondence/records into the firm’s document management system. Proofread and quality‑check documents for appropriate formatting, spelling, grammar, and clarity. Respond promptly to requests and work collaboratively with other departments/members of the Firm. Participate in training, initiatives, and projects as required. Qualifications Post‑secondary degree/diploma in Office Administration is an asset. 2–3 years related experience, preferably within a legal professional services firm with working knowledge of legal terms, documents, and procedures. Proficient in the MS Office product suite. Strong client‑service orientation combined with the ability to manage multiple client needs simultaneously. Excellent verbal and written communication skills with the ability to interact with individuals at all levels. Strong interpersonal skills with the ability to work well independently and collaboratively within a team environment. Excellent organizational and time‑management skills to effectively prioritize and meet deadlines with minimal supervision. Exceptional attention to detail with strong formatting, proofreading, and redacting skills. Sound judgment, including the ability to handle confidential information with utmost discretion. Determined with a can‑do approach. Flexibility to occasionally work overtime. This position is part of our hybrid work model with four days in the office per week. As an onboarding requirement, new hires must be in the office five days a week for the first five months to ensure adequate cross‑training. #J-18808-Ljbffr

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