Administrative Assistant, Intellectual Property

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Purpose of Role

The Administrative Assistant will be expected to perform all administrative and file management tasks requested by Lawyers, Clerks and other support functions both under the direct supervision of the Manager, Intellectual Property Group Operations and working independently. This includes copying, filing, archive management, scanning and completing general administrative duties as required.

Key Responsibilities

Administration and File Management
- Scanning and saving work to the document management system
- Photocopying and faxing documents
- Receive and process file management requests
- Re-open files on the system and order file retrieval from storage
- Add adverse/allied parties to existing files
- Open new file folders and label accordingly
- Return or add documents to existing client files
- Prepare engagement letters as instructed
- Proofreading
- Handle and administer closed files as requested using established file closing procedures
- Undertake all file management and file housekeeping procedures to ensure filing is constantly up to date including pull files, printing, spiking and e-filing, tagging due cases and finding files for due list
- Assist in billing process including pulling pre-bills, proof-reading and completing minor edits on pre-bills, finalizing invoices and preparing cover letters
- Entering expense reports, pre-approvals and invoices through Chrome River; finalizing invoices to assist with clearing backlog
- Preparing Delta view/workshare comparisons if appropriate, e.g. straightforward and document numbers provided
- Entering contacts in CRM and running lists as requested
- Reviewing OAs on receipt and completing checklist within a 2 day turnaround period
- Assisting with special projects, e.g. trip reports
- Assist with Know Your Client procedures and conflict checking procedures
- Monitor conflict search reports
- Adding and editing contacts in CRM
- Taking and acting on instructions
- Track time spent on all the various administrative tasks for internal reporting purposes
- All other duties as requested

Client Service
- Deal with any Lawyer, Clerk and other support functions inquiries in a prompt and efficient manner
- Communicate and liaise with Lawyers, Clerks and other support functions on file management issues
- Consistently and appropriately update on progress where appropriate
- Work with Intellectual Property practice group in Toronto to offer assistance wherever possible
- Maintain ongoing contact and keep Manager, Intellectual Property Group Operations informed of workload and work status, and escalate any issues or training requirements promptly for resolution

Key Competencies
- Holds Legal Administrative Assistant certificate from an accredited university/college
- 1 to 2 years office experience, preferably in a professional services or law firm environment
- Strong knowledge of Microsoft Office suite software (e.g. Word, Excel, PowerPoint)
- Knowledge of CMS and CRM considered an asset
- Knowledge of legal terminology in areas of litigation and business law including intellectual property
- Strong written and oral communication skills with excellent interpersonal skills
- Self-starter with ability to take initiative, work under pressure and meet strict deadlines
- Demonstrated ability to pay close attention to detail
- Ability to work well in a team environment
- Ability to deliver excellent client service

The expected salary range for this position is $48,000 - $59,000, depending on level of experience, region/location, and other factors.