Legal Administrative Assistant

1 day ago

Toronto, Ontario, Canada Options Consulting Solutions Full time

Legal Administrative Assistant

Toronto, ON (Hybrid) 4 days in office

We're looking for a highly organized and proactive
Legal Administrative Assistant
to provide comprehensive support to our team of professionals. This role offers the opportunity to work in a dynamic environment, handling administrative, financial, and client-related tasks that ensure the smooth operation of legal matters.

What You'll Do

  • Serve as a key contact for scheduling, travel arrangements, correspondence, and client engagement.
  • Update and maintain contact information, calendars, and internal databases.
  • Coordinate client meetings, boardrooms, catering, and audio-visual support.
  • Handle incoming calls, mail, and email communications professionally and efficiently.
  • Provide backup support to colleagues as needed to ensure consistent coverage.
  • Collaborate with internal teams such as Marketing, Facilities, and Document Specialists to complete tasks promptly.

Financial Administration

  • Partner with principals to ensure accurate time entry, billing, and tracking of outstanding invoices.
  • Prepare, review, and revise pre-bills and invoices according to client guidelines and internal standards.
  • Process cheque requisitions and other payments for third-party invoices and filing fees.
  • Generate reports related to time, billing, and project budgets, and monitor alternate fee arrangements.

Project Support

  • Prepare engagement letters and assist with matter intake, conflict searches, and file audits.
  • Maintain organized, retrievable electronic and paper files in compliance with internal procedures.
  • Support principals with project management tasks, including tracking deliverables, budgets, and reporting.

Marketing Support

  • Coordinate materials for proposals and pitches, including principal bios, billing rates, and other documentation.

What You Bring

  • Legal Assistant diploma or post-secondary degree/diploma in Office Administration.
  • 3-5+ years of experience supporting legal or professional services teams.
  • Strong knowledge of legal terminology, documents, and procedures.
  • Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
  • Excellent organizational skills, attention to detail, and ability to manage multiple priorities.
  • Strong communication and interpersonal skills.
  • Ability to work independently, collaboratively, and under pressure.
  • Flexibility to occasionally work overtime as required.

Why You'll Love Working Here

  • Work in a collaborative and professional environment with supportive colleagues.
  • Gain exposure to a variety of legal and administrative functions.
  • Opportunity to develop your career and strengthen your skills in legal administration.

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