Overview Legal Assistant - Securities
Toronto, Ontario
Hybrid work arrangement available on a permanent basis! 3 days remote & 2 days in-office.
Our client, a national law firm with offices in downtown Toronto, is in need of a Corporate Legal Assistant to join its team. In this permanent full-time role you will act as a workflow coordinator for other support services including delegating and reviewing the completion of document production, file management, copying/scanning work and other administrative work.
Key Responsibilities Administrative
Manage calendars, ensuring they are up to date and reminding lawyers of meetings on a daily basis
Arrange meetings, book conference rooms, refreshments, check rooms prior to meetings, and liaise with other attendees both internal and external
Arrange for travel bookings and related details to be made through the support teams
Arrange photocopying, printing, organizing couriers, sending out letters, faxes, etc.
Arrange for files to be opened and closed, supervise general filing requirements and record keeping
Coordinate/conduct conflict searches with the assistance of the Administrative Assistant
Use effective systems to ensure that both short and long term tasks are completed within required timescales
Support lawyers in marketing activities including involvement in preparation of pitches and presentations
Communication
Take internal and external telephone queries, responding as appropriate and/or ensuring that all messages are passed on in a timely manner
Monitor mail and/or e-mails and deal with as appropriate,



ensuring that all client-related correspondence is passed on to an appropriate lawyer if the relevant person is out of the office
Liaise with administrative support departments on behalf of lawyers as required
Liaise with the department Team Leader over any planned absences, arranging cover as necessary and communicating this to the relevant lawyers
Client relationship management
Take an active role in the care of clients and be wholly familiar with contacts/clients
Enter, maintain and update client details and relevant information in the Firm's CRM contacts system
Deal with basic client queries and general administration
Arrange client meetings
Document production
Check correspondence, attachments, documents, reports, presentations, faxes etc. produced by the Document Production team before they are passed to the relevant lawyer and undertake basic/minor amendments where appropriate
Type urgent/short/confidential correspondence and emails
Produce and maintain Excel spreadsheets as required
Financial - Billing
Assist lawyers and Practice Group Billing Coordinator in the billing and credit control process by liaising with the lawyer and accounts and to produce standard pre-bill financial/time reports through the system
Send bills to clients, with appropriate covering documents
Request cheques,



bank transfers and paying in money received, as appropriate
Other duties and responsibilities
In addition to providing support to the lawyer(s) to whom they report, a Practice Assistant will also provide assistance to their immediate colleagues in the department and, where practical, other departments
Team duties will therefore include: Assisting other members of the firm, both proactively and at the request of the Team Leader
Any other duties as requested by the Lawyers or Team Leader

Key Competencies 3-5 years of Legal Administrative Assistant experience
Experience within a Corporate Commercial or Corporate Securities law practice
Knowledge of law firm practices and procedures
Accurate typing speed of approximately 60 words per minute
Advanced knowledge of Microsoft Word, Outlook, Excel, PowerPoint, research tools and other systems implemented by the firm
Knowledge of iManage considered an asset
Ability to communicate in a professional manner with clients and lawyers
Ability to interact professionally with clients and all members of the firm
Excellent telephone manner and competent knowledge of telephone system
Robust organizational skills and time management skills
Excellent attention to detail
Ability to follow instructions with minimal supervision and take initiative
Able to set priorities while maintaining flexibility
Conscientious, approachable and enthusiastic
A team player with excellent interpersonal skills
This offer provides a comprehensive benefit package and generous salary.
Apply today!

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📌 Legal Assistant - Corporate Securities (Ontario)
🏢 Linds & Associates
📍 Ontario