Practice Assistant, Labour

7 months ago

Toronto, Canada Borden Ladner Gervais LLP Full time

We are BLG: Canada’s Law Firm. Our culture is one of vigilance and curiosity, Firm-wide collaboration, unfailing mutual respect and dedication. We pride ourselves on having standout talent and delivering an exceptional client experience.

We are a future-minded Firm delivering high-value advice and known for our unwavering commitment to innovation, diversity and inclusion, community involvement and talent development. Learn more about us at


Purpose of the Role:
The Practice Assistant, Labour & Employment will be expected to coordinate the workflow for other support services including delegating and reviewing the completion of document production, file management, copying/scanning work and other administrative work. The Practice Assistant 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 our clients.

Key Responsibilities:
Administrative:

- Manage calendars, ensuring they are up to date including reminding lawyers of upcoming deadlines
- Arrange meetings, conference rooms, food/refreshments, check rooms prior to meetings and liaise with meeting attendees as required
- Arrange for travel bookings and accommodations as required
- May arrange photocopying, printing, organizing couriers, sending out of letters, faxes etc.
- Arrange for files to be opened and closed; supervise general filing requirements including the record keeping
- Use effective systems to ensure that both short and long-term tasks are completed within required timescales
- Support lawyers in marketing activities including involvement in preparation of pitches and presentations

Communication:

- Take internal and external telephone queries, responding as appropriate and/or ensuring that all messages are passed on in a timely manner.
- Liaise with administrative support departments on behalf of lawyers as required
- Liaise with the department’s Team Leader over any planned absences, arranging coverage as necessary and communicating arrangements to relevant lawyers

Client Relationship Management:

- Become an active part in the care of clients and be wholly familiar with contacts/clients
- Facilitate intake of new clients and matters, including the opening and maintenance of matters in Intapp and CMS accounting systems
- Enter, maintain and update client details and relevant information in the Firm’s CRM contacts system.
- Deal with basic client queries and general administration
- Arrange client meetings

Document Production:

- Review correspondence (including any attachments), related documents, reports and presentations produced by the Document Production team before providing to the relevant lawyer to ensure accurate work product
- Produce and maintain Excel spreadsheets as required

Financial - Billing:

- Assist lawyers in ensuring their time is recorded properly and entered onto the system on a daily basis
- Assist lawyers in the billing and credit control process by liaising with the lawyer and billing team member to produce standard prebill financial/time reports through using the Firm’s technology
- Request cheques, bank transfers and paying in money received, as appropriate

Other Duties and Responsibilities:

- In addition to providing support to the lawyer(s) to whom the individuals directly provides support tot, a Practice Assistant will also provide assistance to their immediate colleagues in the same practice group and, where practical, other practice groups.
- Team duties will therefore include:

- Assisting other members of the Firm, both proactively and at the request of the Team Leader.
- Any other duties as requested by the Lawyers or Team Leader.

Key Competencies:
A Practice Assistant has responsibility to ensure that their skill set is up to date and they are familiar with the firm’s departments, key personnel, clients, internal systems and procedures. This will ensure that the Practice Assistant is able to carry out his or her role effectively and, where appropriate, discuss any training requirements with the Team Leader.

In addition to this, they should have/be:

- Completed Post-secondary program in a related discipline or combination of education, training and experience deemed to be equivalent
- Experience supporting multiple lawyers with specialization in the area of labour and employment law an asset
- Understanding of Civil Litigation inclusive of court filing/service procedures
- Knowledge of how labour and employment law files progress
- Be available to regularly work a hybrid onsite/remote schedule and onsite five days per week during the first three to six months of employment
- Advanced knowledge of Microsoft Word, Outlook, Excel, PowerPoint, research tools and other systems implemented by the firm
- Excellent telephone manner and experience liaising with clients directly
- Excellent communication skills, organizational skills and is detail oriented
- Flexible, dependable and pro

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