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Legal Assistant

2 months ago

Greater Calgary Metropolitan Area, Canada Urban Legal Recruitment Inc. Full time

Our client is a highly regarded international law firm who is looking for a Legal Assistant to join their Insolvency/Bankruptcy group in the Calgary office. This role provides administrative and document-related support to the principals.


PART A: Position Accountabilities/Supporting Activities


Principal/Client Support


  • Act as key contact for all matters relating to administration and document related services support.
  • Prepare, draft, revise, and compare legal documents and standard correspondence.
  • Assist with court procedures and litigation matters.
  • Coordinate/arrange for filing and service of Application materials.
  • Prepare and file Affidavits of Service.
  • Maintain/update Service Lists.
  • Review Court of King’s Bench Announcements.
  • File and serve Statements of Claim.
  • Assist with court procedures and litigation matters.
  • Troubleshoot and fix issues with corrupted and/or converted documents.
  • Interact with clients and other firms on matters, as required.
  • Independently manage travel arrangements including booking flights, hotel reservations and car rentals as required; organize schedules and itineraries.
  • Coordinate client meetings, schedule boardrooms, and arrange for catering or audio-visual equipment.
  • Manage and update calendars for assigned principals, which includes meetings, appointments, due dates and client-related activities (i.e., set up/maintain tickler system to ensure principals engage with clients on a regular basis).
  • Update bios, internal and external conferences, and liaising with Boards, etc.
  • Assist with preparation of client and business development materials.
  • Update contact names and addresses in Interaction and any other client databases.
  • Handle and review all incoming mail, email, fax communications, and arrange for specialized mail/courier/messenger services as required.
  • Receive, handle, screen, and/or direct incoming calls as directed by principals. Respond to routine inquiries, and requests from clients, and take messages as required.
  • Respond promptly to requests and work collaboratively with other departments and members of the firm.
  • Provide backup support when other Legal Assistants are absent, are at capacity, and/or managing multiple/difficult deadlines.
  • Work cooperatively with others in scheduling vacation, breaks/lunches, and absenteeism time to ensure principals are well supported.
  • Coordinate activities with other departments and staff as required.
  • Participate in projects and initiatives as assigned.


Financial Functions


  • Partner with principals to ensure docket time is entered by set deadlines and follow up with principals as required.
  • Monitor and review outstanding WIP (Work In Progress) to ensure timely billing.
  • Prepare, print and review prebills (e.g., monthly, quarterly or on request) using 3E billing workflow and functionality, and revise according to client billing guidelines and Firm standards and policies. Ensure invoices are sent to clients in a timely manner.
  • Prepare cheque requisitions as required to initiate payment of third-party invoices and filing fees.
  • Independently prepare various reports (e.g., spreadsheets) related to time/billing information for principals and/or clients.
  • Proactively monitor specific clients and/or matters when Alternate Fee Arrangements are in place. Ensure special rates and discounts are applied to invoices. Actively monitor budget thresholds and update billing principals on status.
  • Prepare and submit expense reports.


File Management


  • Independently prepare engagement letters and work with the Conflicts & Records team to coordinate new file openings, matter intake, conflict search, and audit requests.
  • Maintain and organize files to ensure they are easily retrievable by principals, and file/scan all paper or electronic correspondence/records into the firms document management system.


Qualifications (Education/Credentials/Experience)


  • Legal Assistant diploma or post-secondary degree/diploma in Office Administration is required.
  • 5+ years related experience, preferably within a legal professional services firm.
  • Proficient in Microsoft Office product suite.
  • Proficient with PDF software, such as Power PDF Advanced.
  • Strong knowledge of legal terms, documents, and procedures.
  • Experience working in a document management system.


PART B: Core Competencies (Attributes/Qualities/Values)


  • Strong client service orientation combined with the ability to manage multiple client needs at the same time.
  • Excellent communication (verbal and written) and interpersonal skills.
  • Exceptional attention to detail, efficient and organized. Proactive and takes initiative.
  • Ability to work well independently and collaboratively within a team environment.
  • Ability to work in a high-pressure environment.
  • Flexibility to occasionally work overtime.
  • Ability to adapt and learn new technology.


Interested and qualified candidates should send their Resume in strict confidence to Shona Tischner at shona@urbanlegal.ca At Urban Legal Recruitment we guarantee discretion and confidentiality.


We thank all applicants for their interest, however, only those candidates selected for an interview will be contacted.