Practice Assistant

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Purpose of Role

The Practice Assistant will be a key member supporting a dynamic group of lawyers, paraprofessionals, and legal support staff, providing the highest level of service to our teams and clients. The Practice Assistant will take an active interest in, and obtain a thorough understanding of, all aspects of client requirements to provide exceptional service. They will also be expected to coordinate the workflow for other support services including delegating and reviewing the completion of document production, file management and other administrative work.

They will have the opportunity to cultivate their skills as part of our successful national Commercial Real Estate Group (“CRE”) team within Canada’s premier full-service law firm. This is a strategic role that requires a combination of focus and flexibility, as well as a willingness to proactively seek and implement improvements for the day-to-day operations of the team’s client service delivery.

Key Responsibilities

Practice Management- Be the principle point of contact for assigned lawyers, assuming overall accountability for work requested by the lawyer involving key members of the legal support team, such as Law Clerks, Document Specialists, Administrative Assistants and members of the Business Services team.- Understand all aspects of a legal matter lifecycle and the various internal business functions and processes that facilitate a matter through completion.- Serve as a liaison between the practice and all business functions including legal operations, pricing, matter opening & conflicts, and finance (billing, eBilling & collections), to provide efficiency, facilitate communication, and build relationships.-
- Manage calendars, by coordinating the scheduling of important dates including closings, client meetings, conferences, and lawyer and legal team meetings.- Use effective systems to ensure that both short and long term tasks are completed within required timescales- Ensure general filing requirements and record keeping.

Client Relationship Management- Become an active part in the care of clients and be wholly familiar with contacts/clients.- Interact directly with clients demonstrating professional presence in all interactions including coordinating important client meetings, preparing client reports, triaging client queries, and responding independently to client inquiries related to matter management and client terms, escalating more complex requests to lawyer.- Enter, maintain and update client details and relevant information in the Firm’s CRM contacts system.

Commercial Excellence- Coordinate all aspects of a high volume practice, including the intake of new clients and matters, of the conflicts process, input of fee arrangements, and set up of electronic billing processes.- Review Outside Counsel Guidelines, distribute key terms to broader legal team and serve as a gatekeeper to ensure compliance.- Work with Legal Operations team to support the scoping and budgeting process and develop and implement matter plans where required.- Work closely with finance teams to ensure seamless billing for key clients and clients with specific billing requirements to adhere to client guidelines and reduce ebilling rejections.- Liaise with lawyer, client and Finance department to collect on overdue accounts

Document Production- Manage communications and prepare correspondences.- Prepare drafts/edits of documents in Word, Excel, PowerPoint and arrange documentation for execution.- Create and maintain spreadsheets/trackers.- Ensure all file contents and documents are saved electronically.- Support lawyers in marketing activities including involvement in preparation of pitches and presentations.

Key Competencies- A College Legal Assistant or Law Clerk Diploma.- Minimum of 5 years’ experience as a legal Practice Assistant, demonstrating experience with supporting multiple lawyers in a diverse area of corporate law.- Experience or knowledge related to a CRE practice.- Experience in supporting high volume practice as a proactive team member.- Sound knowledge of matter management, including intake and billing.- Excellent interpersonal and communication skills with ability to work with key stakeholders at all levels.- Advanced working knowledge of Microsoft Word, Outlook, PowerPoint, Excel. G-suite experience also beneficial.- Detail-orientated individual with good proofreading skills.- Excellent multi-tasking skills.- Able to remain calm under pressure and work to tight deadlines.- Ability t