Legal Administrative Assistant

Who We Are

Fasken is a leading international business law and litigation firm, and was voted one of Canada's Best Employers for 2024. Our firm's 950 lawyers are located across offices in Vancouver, Surrey, Calgary, Toronto, Ottawa, Montréal, Québec City, London and Johannesburg and an office in the professional and retail district known as Taza (/Ta-Zah/) on Tsuut'ina lands. Providing strategic and thoughtful advice in all areas of business law, our broad range of clients include close to half of the Fortune 100 companies, as well as corporate clients, government agencies, regulatory authorities, non-profit bodies and individuals.

Our clients interests are paramount in all that we do and we take pride in supporting our communities. We are a place where bright, talented, and collegial people want to work together and we work hard together to achieve our goals in a collaborative and efficient way.

Your Role

Reporting into the Senior Manager, Legal Assistant Services, this position contributes to the efficient day-to-day operations by providing clerical and administrative support to lawyers, paraprofessionals and members of the Legal Administrative Services team.

Hours of work are from 9 am to 5 pm. Occasional pre-authorized overtime may be required to meet client needs. This role is primarily onsite.

At Fasken, success means:

• Having a strong client service approach – you're ready, willing, and able to put our clients first and exceed their expectations
• Caring about one another – you possess strong interpersonal skills and the ability to build harmonious working relationships within your immediate team, across other departments in the firm, and the community
• Working collaboratively – you're a self starter who values working in a collaborative team based environment
• Possessing exceptional communication skills (both verbal and written) when dealing with lawyers, clients, staff and third parties
• Approaching your work with agility and the willingness to learn and utilise new technology
• Being adaptable to changing priorities in a fast-paced environment while being organized and maintaining accuracy with a high attention to detail
• Demonstrating strong research, investigative and problem solving skills with the ability to exercise judgement to resolve issues
• Treating sensitive and confidential matters with discretion and diplomacy at all times

Primary Responsibilities:

• Liaise with internal clients, lawyers and staff on various matters
• Submit conflict searches, open and close files
• Assist with updating client file lists
• Prepare cheque requests, submit expenses and third party invoices
• Assist with trust receipts and disbursements
• Maintaining client contact information (CRM)
• Create and/or update ACL profiles
• Handle incoming mail (quality check digitization), outgoing mail and save into the document management system
• Prepare courier packages/slips and coordinate with the Business Centre
• Assist with small copying and scanning requests and/or organizing with Business Centre
• Help proof and transfer dockets, as required
• Scan, save, organize and file documents in document management system, ensuring proper version control and naming conventions
• At lawyer instruction, create simple correspondence and documents from forms/precedents
• Run basic comparisons
• Proofread and quality check all work prior to submission
• Perform daily/monthly department credit card reconciliation.
• Assist with a variety of routine clerical, administrative tasks and special projects, as assigned

Required Knowledge and Experience

• College diploma specializing in Legal Office Administration or Law Clerk diploma.
• Minimum of one year of professional services environment or related experience, preferred.
• Proficiency with computer software programs including MS Office (Word, Excel and Outlook).
• Bilingual (English and French) is an asset.

Accessibility and Accommodation

It is important to our Firm that all its members, including those with disabilities, find our workplace to be welcoming and supportive. Reasonable accommodations are available on request for candidates with disabilities taking part in all aspects of the selection process.

Background and Reference Checks

Any offer of employment may be conditional upon full background checks including a criminal record check, a credit check and employment and educational verifications. A reference check will also be conducted.

Your Application

We appreciate hearing from all qualified candidates, however, only those applicants whose background and experience match our requirements will be contacted.

NO AGENCIES, PLEASE.