Legal Administrative Assistant

Job Description

<p><b> Legal Administrative Assistant </b><p><b> Toronto, ON (Hybrid) 4 days in office </b></p><p> We’re looking for a highly organized and proactive <b> Legal Administrative Assistant </b> 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. </p><p><b> What You’ll Do </b></p><ul><li> Serve as a key contact for scheduling, travel arrangements, correspondence, and client engagement. </li><li> Update and maintain contact information, calendars, and internal databases. </li><li> Coordinate client meetings, boardrooms, catering, and audio-visual support. </li><li> Handle incoming calls, mail, and email communications professionally and efficiently. </li><li> Provide backup support to colleagues as needed to ensure consistent coverage. </li><li> Collaborate with internal teams such as Marketing, Facilities, and Document Specialists to complete tasks promptly. </li></ul><p><b> Financial Administration </b></p><ul><li> Partner with principals to ensure accurate time entry, billing, and tracking of outstanding invoices. </li><li> Prepare, review, and revise pre-bills and invoices according to client guidelines and internal standards. </li><li> Process cheque requisitions and other payments for third-party invoices and filing fees. </li><li> Generate reports related to time, billing, and project budgets, and monitor alternate fee arrangements. </li></ul><p><b> Project Support </b></p><ul><li> Prepare engagement letters and assist with matter intake, conflict searches, and file audits. </li><li> Maintain organized, retrievable electronic and paper files in compliance with internal procedures. </li><li> Support principals with project management tasks, including tracking deliverables, budgets, and reporting. </li></ul><p><b> Marketing Support </b></p><ul><li> Coordinate materials for proposals and pitches, including principal bios, billing rates, and other documentation. </li></ul><p><b> What You Bring </b></p><ul><li> Legal Assistant diploma or post-secondary degree/diploma in Office Administration. </li><li>3-5+ years of experience supporting legal or professional services teams. </li><li> Strong knowledge of legal terminology, documents, and procedures. </li><li> Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint). </li><li> Excellent organizational skills, attention to detail, and ability to manage multiple priorities. </li><li> Strong communication and interpersonal skills. </li><li> Ability to work independently, collaboratively, and under pressure. </li><li> Flexibility to occasionally work overtime as required. </li></ul><p></p><p><b> Why You’ll Love Working Here </b></p><ul><li> Work in a collaborative and professional environment with supportive colleagues. </li><li> Gain exposure to a variety of legal and administrative functions. </li><li> Opportunity to develop your career and strengthen your skills in legal administration. </li></ul><p></p>