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Legal Administrative Assistant

3 weeks ago

Ottawa, Canada Gowling WLG Full time

**ABOUT GOWLING WLG**
At Gowling WLG, our dedication to excellence and quality service begins with our people. As a global law firm with offices across Canada, the U.K., Europe, the Middle East and Asia, we pride ourselves on sourcing and retaining top talent who bring energy, passion and commitment to the delivery of outstanding client service.

Employee satisfaction is important to us. We work hard to ensure that our people are motivated, engaged and empowered. We are guided by our firm’s Core Values - The Power of Teamwork, Always Striving to be Better, We all Bring Something Different - in all that we do.

Diversity, equity, and inclusion are an integral part of our firm’s core values. We are always striving to build a more equitable, engaging and rewarding workplace by attracting and retaining talented people from a diverse range of backgrounds, cultures and experiences. Our aim is to help everyone reach their full potential and achieve their personal and professional goals.

Our diverse group of legal professionals, law students, law clerks, paralegals, legal administrative assistants and business services team members work together, and are respected and valued for their individual contributions.

**PROFILE**

Working within our Business Law department for the Corporate Service group, the Senior Legal Administrative Assistant will provide administrative support for the Corporate Services Department.

**RESPONSIBILITIES**
- Provides administrative support to a large team, including 8 corporate clerks and other administrative team members.
- Prepares, drafts and revises correspondence and other routine documents.
- Scans, copies and does electronic filing as required.
- Manages pre-bills relating to agency files and possesses a strong working proficiency with all accounting and billing procedures.
- Corresponds with third party agents on all invoicing and payment matters and coordinates all internal approvals and processes required for payment.
- Receives and processes mail received on behalf of corporate clients, including service of process mail.
- Oversees deposit accounts with government offices and other service providers.
- Prepares, maintains and updates, as required, corporate records policies and procedures.
- Prepares electronic minute books and transaction books.
- Provides administrative and clerical support for file management including data entry in the corporate records databases.
- Initiates the organization of, maintaining hard copy and electronic files and overseeing the inventory of the corporate records for more than 3,000 corporate entities.
- Manages office supply inventory, including minute books, seals, certificate paper, etc. as required.
- Assists with onboarding of all new team members, including obtaining required third party accounts (i.e. Corporations Canada, ECore, Athennian, etc.) and training on department processes.
- Supervise and train co-op students, as applicable.
- Takes instructions, prioritizes incoming work, follows through on assignments and manages ongoing tasks.

**QUALIFICATIONS**
- This is a full-time on-site position.
- Administrative Assistant or Legal Administrative Assistant Diploma coupled with a minimum of eight years of experience would be beneficial, however, equivalent experience and/or education would be considered.
- Strong organizational and problem solving skills and initiative.
- Expert knowledge of Microsoft Office Suite.
- Ability to communicate effectively with other firm members, with the aptitude to take care of clients’ needs in a professional and courteous manner.
- Capacity to work independently, as well as in a team environment.
- Ability to produce a high quality and quantity of work, with the ability to prioritize and redefine priorities when necessary.
- Strong written, oral and verbal communication skills.
- A strong willingness to learn.
- Ability to multi task within a fast-paced environment.

Gowling WLG is dedicated to building a diverse and inclusive workplace. If you have a disability or special need that requires accommodation at any time during the recruitment process, please let us know.