Practice Assistant, Corporate and Capital Markets

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 will be expected to act as a workflow coordinator 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 takes an active interest in, and obtains a thorough understanding of, all aspects of client requirements to provide exceptional service levels to the lawyers and our clients.

Key Responsibilities:
Administrative
- Arrange for files to be opened and closed, supervise general filing requirements and 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
- Perform administrative activities related to lawyer's professional memberships, certifications and Law Society of Ontario requirements
- As required, manage calendars, ensuring they are up to date and reminding lawyers of meetings etc. on a daily basis
- As required, arrange meetings, book conference rooms, refreshments, check rooms prior to meetings etc. and liaise with other attendees, both internal and external
- Make travel arrangements as/when instructed
- Arrange/perform photocopying, printing, scanning and faxing, and review material prior to delivery, such as to court, counsel and clients

Communication
- Take internal and external 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 cover as necessary and communicating this to the relevant lawyers.

Client relationship management
- Become an active part in the care of clients and be wholly familiar with contacts/clients
- Ensure the entry, maintenance and update of client details and relevant information in the Firm’s CRM contacts system, through Administrative Assistant or directly
- Deal with basic client queries and general administration
- Arrange client meetings

Document production
- Short drafts/edits of documents in Word, Excel, PowerPoint
- As required, arrange and review material prepared by Document Specialist for accuracy and completeness prior to lawyer's review, and arrange/perform corrections as necessary
- Ensure documents in final form are saved electronically

Financial - Billing
- Arrange opening/closing of client matters in accounting system, arrange updates, and coordinate changes with clients
- Liaise with lawyer and billing coordinator to prepare accounts on a regular basis, including reviewing draft bills online, arranging/performing edits and delivery. Arrange revisions to accounts and coordinate with clients as necessary
- Liaise with lawyer, client and Finance department to collect on overdue accounts
- Assist 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 system
- Request cheques, bank transfers and paying in money received, as appropriate

Financial
- Coordinate and process vendor payments, ensure payments are made

Other duties and responsibilities
- In 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 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/her role effectively and, where appropriate, discuss any training requirements with the Team Leader.

In addition to this, they should have/be:

- Legal Assistant Diploma or equivalent experience
- Five years of diverse legal support experience in corporate law preferred
- Advanced knowledge of Microsoft Word, Outlook, Excel, PowerPoint, research tools and other systems implemented by the firm. iManage experience an asset
- Experience with complex law firm billing and file opening processes
- Excellent communication, organization

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