Practice Assistant, Securities

4 months ago

Vancouver, 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

This position is an 18-month maternity leave contract.

The Practice Assistant, Securities and Capital Markets 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 and reminding lawyers of meetings etc. on a daily basis
- Arrange meetings, book conference rooms, refreshments, check rooms prior to meetings etc. and liaise with other attendees, both internal and external
- Arrange for travel bookings and request related details to be handled by other support teams
- Arrange photocopying, printing, organizing couriers, sending out letters, faxes etc.
- Arrange for files to be opened and closed, supervise general filing requirements and record keeping
- Use effective systems to ensure that both urgent and non-urgent tasks are completed within required timelines
- Support lawyers in marketing activities including involvement in preparation of pitches and presentations and updating bios on the Firm’s website

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 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
- 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
- Check 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 appropriate
- Produce and maintain Excel spreadsheets as required
- Administer PrimaFact filing when required

Financial - Billing
- Assist lawyers in ensuring their time is recorded properly and entered into the system on a daily basis
- Assist lawyers in the billing and credit control process by liaising with the lawyer and billing coordinator(s) to produce standard prebill financial/time reports through the system
- Request cheques, bank transfers and paying in money received, as appropriate

Other

**Responsibilities**:

- In addition to providing support to the lawyer(s) to whom he/she reports, a Practice Assistant will also provide assistance to their immediate colleagues in their practice group
- 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
- Legal Administrative Assistant certificate from an accredited College or University
- Accurate typing speed of approximately 60 words per minute
- Advanced knowledge of Microsoft Word, Outlook, Excel, PowerPoint and research tools
- Excellent telephone manner and competent knowledge of telephone system
- Excellent communication, organizational and team work
- Excellent attention to detail
- Ability to think ahead and take initiative
- Flexible and dependable
- Ability to remain calm under pressure and meet tight deadlines
- Conscientious, approachable and enthusiastic
- Able to quickly build confidence, respect and trust with others

The expected salary range for this position is $53,000 - $65,000, depending on level of experience, region/location, and other factors.

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