This position is exclusively in-person. Remote or hybrid work arrangements are not available.

About Us

We are a fast-paced paralegal firm with locations across Ontario, providing high-quality legal services. Our core areas of practice include representation before the Landlord and Tenant Board, Small Claims Court (including employment law matters), and Family Law Service Provider (FLSP) services.

Everyone on our team is aligned toward a clear picture of the kind of outcomes we must attain for our clients in order to maintain our reputation as one of the highest performing paralegal firms in the province. We thrive on supporting each other to achieve and maintain the highest, self-imposed standards of performance to differentiate ourselves as an industry leader. Every interaction we have, with every client, opposing representative, judge and adjudicator, is an chance to enhance the reputation of the paralegal profession as a highly effective option for legal advocacy.

We hire people who share that clarity of purpose. This is not just a job, it is a mission. If you do not share that passion, motivation and desire, this will not be the right role for you.

If you do share our passion to build and maintain the best paralegal firm in Ontario, and you want to be challenged on a daily basis with meaningful work for appreciative clients and supportive colleagues, then apply to this role as your first step toward your career as a paralegal with Prevail Paralegal Services Professional Corporation.

We are currently seeking a Licensed Paralegal (P1) who is also a Notary Public to join our team in Hamilton as a Legal Administrative Assistant and Notary Public on a 6-month contract basis. You may apply without your Notary Public designation, but you must have obtained your notary status prior to your start date.

Beginning in 2026, we adopted a hiring model where all new paralegals begin their careers with our firm in an administrative role for a minimum of six months. This allows new team members to develop a deep understanding of our systems, files, and standards before transitioning into a frontline advocacy role. It helps to develop an intimate understanding of the impressive cohesion between our administrative professionals and our paralegals in providing the highest quality of legal services.

While this position is a fixed 6-month contract, depending on business needs and performance, the contract may be extended. If a paralegal position becomes available in the future, candidates who have successfully completed this contract will have satisfied the administrative prerequisite and may be considered for transition into a paralegal role.

However, completion of this contract does not guarantee further employment.

About the Position

This role is ideal for a licensed paralegal who is highly organized, detail-oriented, and interested in building strong advocacy skills through deep exposure to active legal files and litigation processes.





You will play a central role in supporting the paralegals you work with by managing calendars, tracking deadlines, organizing evidence, preparing documentation, coordinating client communications, assisting at in-person hearings, and ensuring that files move forward efficiently.

Strong administrative execution is essential to effective advocacy. The systems you maintain and the files you prepare will directly impact the quality of representation our clients receive.

You will report to the Internal Standards Manager and share accountability for the productivity and efficiency of the paralegals you support.

Key Responsibilities

- Administrative & Workflow Support
- Manage incoming calls, emails, and communications; screen, route, or escalate as appropriate
- Maintain calendars for hearings, client meetings, and internal deadlines
- Track case progress, follow-ups, and action items across legal workflows
- Draft correspondence and standard legal documents for paralegal review
- Maintain accurate records and dockets in our legal case management system

Client & File Management

- Conduct intake screening to determine file suitability
- Establish and maintain organized digital client files in a secure, paperless file management system
- Compile and organize documentary evidence and supporting materials
- Assist with preparation of hearing materials and trial briefs
- Coordinate notary appointments and procedural timelines

Communications & Filing

- Communicate professionally with clients, opposing representatives, court staff, and tribunal staff
- Electronically file documents with the Landlord and Tenant Board, Small Claims Court, and other bodies
- Proofread, format, and prepare documents for filing or internal review
- Manage mailing and document submission logistics

Hearing & Litigation Support

- Assist paralegals in preparing for hearings and trials
- Attend in-person proceedings when required to assist with file management and documentation
- Ensure materials are organized, complete, and accessible during proceedings

Notary & Commissioning Services

- Provide in-person notary and commissioning services to clients attending the office
- Review documents with clients to ensure they understand the purpose and requirements before notarization or commissioning
- Commission affidavits, statutory declarations, and other sworn documents in accordance with applicable legal and professional requirements
- Notarize copies of documents and administer oaths or affirmations where required
- Deliver professional,



front-line client service to individuals attending the office for notary services
- Process payments for notary services and issue receipts through the firm’s billing system
- Maintain accurate records of notarizations and commissioned documents in accordance with firm procedures
- Ensure all notarizations and commissioned documents are completed with accuracy, professionalism, and strict attention to legal requirements

General Office Duties

- Maintain an organized workspace and ensure office supplies are stocked
- Light cleaning of your workspace
- Greeting customers and clients
- Provide additional administrative support as directed by the Administrative Operations Coordinator

What We’re Looking For:

Required Qualifications

- Licensed Paralegal (P1) in good standing with the Law Society of Ontario
- Notary Public designation by the time of hiring
- Strong written communication and document drafting skills
- Excellent organizational and time management abilities
- Ability to manage multiple deadlines and competing priorities
- Strong computer proficiency and comfort working in a primarily-paperless environment

Preferred Qualifications

- Experience in an administrative support role, preferably in a legal environment
- Familiarity with Landlord and Tenant Board processes
- Familiarity with Small Claims Court procedures
- FLSP designation
- Experience with tools such as CosmoLex, DocuSign, PDF editors, and cloud-based legal systems.

*This role is not suitable for individuals who are not highly proficient with computers. Our firm operates in a mainly digital manner, and navigating multiple software systems is a core part of the job.

Professional Standards

Integrity and professionalism are non-negotiable at our firm.

You will be entrusted with important work that directly impacts legal outcomes for our clients. We do not take shortcuts, and we do not compromise our professional obligations for short-term gain.

We approach adversarial legal disputes with discipline, professionalism, and sound judgment. While we advocate strongly for our clients, we maintain respect and professionalism with adjudicators, opposing parties, and other representatives at all times.

Why Join Us?

- We're always growing and opportunities are endless
- We have cultivated a supportive, team-oriented culture
- Competitive compensation and benefits should your contract progress into a permanent role
- Weekly payroll
- Ongoing Professional Development
- WSIB insurance
- Zero tolerance for abusive clients
- Administrative professionals are essential members of our litigation team, not an afterthought.

Job Types: Full-time, Fixed term contract

Pay: $20.00-$24.00 per hour

Benefits

- Flexible schedule
- On-site parking

Application question(s):
- Will you have a Notary Public designation by the time you are hired?

Licence/Certification:
- P1 Licence (LSO) (required)
- Notary Public Designation (preferred)

Work Location: In person

📌 Legal Administrative Assistant & Notary Public (Licensed Paralegal – (Waterloo)
🏢 Prevail Paralegal Services Professional
📍 Waterloo