Administrative Assistant

3 days ago

Ottawa, 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 Administrative Assistant will perform all administrative and file management tasks requested by Lawyers, PAs and other support functions. This includes file opening, copying, filing, archive management, scanning and completing general administrative duties as required.

Filing, copying, scanning and general administration is an integral part of the operation of the firm and within this role the Administrative Assistant will be required to complete duties for extended periods of time during each day.

The Administrative Assistant is accountable for establishing and maintaining an ongoing service based relationship with the team.

Key Responsibilities
- The key responsibilities of this role are:
Administration and File Management
- Undertake large and small copying requests, scanning, binding and finishing copied work (working with the Business Centre as applicable)
- Receive and process file management requests
- Create new files on the system
- Open new file folders and label accordingly
- Return or add documents to existing client files
- Work with the practice management system to log and record documents
- Handle and administer closed files as requested
- Undertake all file management and file housekeeping procedures to ensure filing constantly up to date
- Understand, identify and process all principle documents within files
- Undertake all file closing procedures
- Process archive retrieval requests
- Maintain all filing and work areas in a tidy and orderly manner
- Assist with KYC and conflict checking procedures in accordance with the firm’s procedures
- Conduct searches
- Keep a record of time spent on various administrative tasks for internal purposes
- Any other duties as requested by the business

Customer Service
- Deal with any Lawyer and Practice Assistant (PA) enquiries in a prompt and efficient manner
- Communicate and liaise with Lawyers and PAs on file management issues
- Consistently and appropriately update the team on progress where appropriate
- Work with team to offer assistance wherever possible

Key Competencies
- Post-Secondary Law Clerk, Paralegal or Legal Administration diploma
- 1-2 years’ experience in Customer Service and/or Administration
- Established knowledge of Microsoft Office suite software (e.g., Word, Excel, PowerPoint) and CRM
- Ability to take initiative
- Flexible and enthusiastic self-starter
- Strong organization and multi-tasking skills
- Strong oral and written communication skills
- Excellent interpersonal skills
- Strong teamwork skills
- Ability to work under pressure and meet deadlines
- Sound knowledge of support services
- A desire to continuously improve skills
- A strong focus on ensuring the highest levels of client service standards are delivered and maintained

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