Corporate LAA and Office Services

3 weeks ago

Vancouver, Canada Arlyn Recruiting Full time

Job Posting: Legal Assistant / Office Coordinator

Location: Vancouver, BC

Type: Full-Time, Onsite

Our client, an international law firm with more than 575 lawyers across 21 offices in the United States, Canada, Europe, and Asia, is seeking a qualified candidate for the role of Legal Assistant/Office Coordinator to support one senior lawyer and their small downtown Vancouver office. This role is pivotal in providing legal administrative support and exceptional client services, ensuring the smooth operation of the office under the guidance of the Regional Director and Office Head. They are a premier legal counselor to companies worldwide in various industries, including banking, financial institutions, development, infrastructure, energy, natural resources, food, beverage, agribusiness, healthcare, life sciences, and technology.

Responsibilities:

  • Legal Administrative Support: Provide administrative support to attorneys, act as a liaison for clients, initiate client/matter openings, conduct conflicts checks, and prepare engagement letters.
  • Calendar Management: Proactively manage attorneys' calendars, anticipate deadlines, and implement follow-up procedures to ensure deadlines are met.
  • Document Preparation: Create, edit, revise, redline, and proofread legal documents.
  • Time Entry: Enter attorneys’ time, ensuring accuracy by proofreading and using appropriate task codes.
  • Billing Assistance: Assist with the billing process, including distributing monthly proformas, reviewing and editing them, and sending invoices to clients.
  • File Management: Maintain client files, both electronic and hard copy, and ensure prompt and accurate filing.
  • Mail Processing: Handle incoming and outgoing mail, including packages for shipment.
  • Financial Processing: Process reimbursement requests, check requests, and vendor invoices.
  • Meeting Coordination: Schedule attorney meetings, appointments, and conference rooms.
  • Travel Arrangements: Coordinate travel, including flights, hotels, and rental cars.
  • CLE Records Management: Maintain attorney CLE records, including seminar registration and reporting.
  • Customer Service: Provide high-level customer service to attorneys and clients.
  • Policy Implementation: Work with the Office Head and Regional Director to implement firm policies and procedures.
  • Office Supplies: Order supplies and monitor inventories.
  • Facilities and IT Coordination: Coordinate facilities and IT issues with the Minneapolis office and building management.

Qualifications:

  • High School diploma or G.E.D. equivalent.
  • At least 4 years of related experience, preferably in a law firm.
  • Advanced knowledge of Microsoft Office and proficiency with Adobe Acrobat.
  • Excellent oral and written communication skills.
  • Attention to detail and accuracy.
  • Strong organizational skills and the ability to manage multiple tasks.
  • Excellent customer/client service skills.
  • Ability to work under pressure and meet deadlines.
  • Good judgment in resolving conflicts and working in challenging situations.
  • Ability to maintain confidentiality.
  • Positive attitude and ability to work both independently and as part of a team.
  • Excellent analytical and problem-solving skills.
  • Thorough understanding of legal terminology and procedures pertinent to the practice area.

Diversity and Inclusion:

The firm values diversity and inclusiveness, contributing to the success of their people and clients. They encourage individuals with diverse backgrounds and experiences to apply. Recognized for its welcoming workplace, the firm has received numerous accolades, including:

  • Mansfield Certification Plus (Diversity Lab)
  • Best Law Firms for Women (National Association of Female Executives and Flex-Time Lawyers)
  • 100% rating on the Corporate Equality Index (Human Rights Campaign)
  • Gold Standard Certification (Women in Law Empowerment Forum)
  • Top 100 Adoption-Friendly Workplace (Dave Thomas Foundation for Adoption)

Benefits and Compensation:

  • Competitive annual salary ranging depending on experience, ranging from $70,000 to $80,000, paid hourly basis (appr. $35 to $41 per hour).
  • Full-time, in-office schedule: Monday to Friday, 37.5 hours per week.
  • Comprehensive medical benefits.
  • Extensive in-house training and professional development opportunities.

About Arlyn Recruiting:

Arlyn Recruiting partners with top law firms across Canada to help candidates secure ideal opportunities based on their education, skills, and career ambitions. Applications can be submitted through the Arlyn Recruiting website or by emailing a resume directly to info@arlynrecruiting.com. This service is 100% free and confidential for job seekers. Arlyn Recruiting supports candidates’ success through personalized career guidance and recruitment expertise.

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