The

Practice Assistant will be expected to 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.

The Practice

Assistant takes an active interest in, and obtains a thorough understanding of, all aspects of client requirements to provide exceptional service levels to the lawyers and our clients.

Key Responsibilities:

Administrative

- Arrange/perform photocopying, printing, scanning and faxing, and review material prior to delivery, such as to court, counsel and clients

- Arrange for files to be opened and closed, supervise general filing requirements and record keeping

- 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

- Perform administrative activities related to lawyer's qualified memberships, certifications and Law Society of Alberta requirements

- As required, manage calendars, ensuring they are up to date and reminding lawyers of meetings on a daily basis

- As required, arrange meetings, book conference rooms, refreshments, check rooms prior to meetings etc. and liaise with other attendees, both internal and external

- Make travel arrangements as/when instructed

Communication

- Manage internal and external telephone queries, responding as appropriate and/or ensuring that all messages are passed on in a timely manner

- Monitor mail and e-mails, as appropriate, and ensure 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’s Team Leader and/or the Manager, Legal Service Delivery on any planned absences, arranging coverage as necessary and communicating this to the relevant lawyers

Client relationship management

- Become an active part of the care of clients and be wholly familiar with contacts/clients

- Ensure the entry, maintenance and update of client details and relevant information in the Firm’s CRM contacts system

- Address basic client queries and general administration

- Arrange client meetings

Document production

- Basic drafts/edits of documents in Word, Excel, PowerPoint

- As required, arrange and review material prepared by Document Specialist for accuracy and completeness prior to lawyer's review, and arrange/perform corrections as necessary

- Ensure documents in final form are saved electronically

Financial - Billing

- Arrange opening/closing of client matters in accounting system, arrange updates, and coordinate changes with clients

- Liaise with lawyer and billing coordinator to prepare accounts on a regular basis, including reviewing draft bills online, arranging/performing edits and delivery. Arrange for revisions to accounts and coordinate with clients as necessary

- Liaise with lawyer, clients and Client Services department to collect on overdue accounts





- Assist lawyers in the billing and credit control process by liaising with the lawyer and accounts and to produce standard prebill financial/time reports through the system

- Request cheques, bank transfers and paying in money received, as appropriate

Financial

- Coordinate and process vendor payments, ensure payments are made

Other duties and responsibilities

- In addition to providing support to the lawyer(s) to whom they are assigned, a Practice Assistant will also provide assistance to their immediate colleagues in the department and, where practical, other departments.

- Team duties will include assisting other members of the firm, both proactively and at the request of the Team Leader and/or Manager, Legal Service Delivery, and any other duties as requested by the Lawyers or Team Leader and/or Manager, Legal Service Delivery

Key Competencies

- 5+ years of diverse legal support experience in Corporate law

- Accurate typing speed of 60 words per minute

- Advanced knowledge of Microsoft Word, Outlook, Excel, PowerPoint, research tools and other systems implemented by the firm
- iManage experience considered an asset

- Excellent telephone manner and competent knowledge of telephone system

- Top notch communication, organizational and team skills

- Excellent attention to detail

- Adaptability and dependability, and the ability to think ahead and take initiative

- Ability to remain calm, diplomatic and think quickly under pressure

- Confidence and forbearance, ability to build respect and trust, with a view to contributing to a strong, cohesive team

Other Requirements

- Sound knowledge of support services in a demanding, fast-paced legal environment
- A desire to enhance the skills of self and others
- A strong focus on ensuring the highest levels of service standards are delivered and maintained

📌 Practice Assistant, Corporate & Capital Markets (Calgary)
🏢 Borden Ladner Gervais LLP (BLG)
📍 Calgary