Position Overview

The Legal Assistant is responsible for managing the administrative and operational aspects of the Principal’s practice, to ensure the practice runs smoothly and efficiently. This role works closely with Business Services teams to support client service delivery and overall practice management.

Key Accountabilities

Principal/Client Support

- Develop and maintain an understanding of the Principal’s practice, priorities and working style, ensuring key workflows and requirements are documented and up to date.
- Manage and triage incoming communications, responding to routine inquiries, escalating urgent or sensitive matters in a timely manner, and saving email and related attachments to the firms document management system in adherence to firm guidelines.
- Prepare client correspondence in accordance with Principal and firm standards.
- Proactively manage Principal’s calendars, ensuring effective prioritization of commitments and adherence to key deadlines. Confirm that meetings are properly scheduled and supported with all required materials and accurate participant information.
- Manage all aspects of travel arrangements, including booking flights and accommodations, preparing detailed itineraries and expense reporting.
- Support Principals with professional regulatory and licensing requirements, including maintenance of qualified memberships, completion of mandatory continuing education requirements, and related reporting. Maintain Principal’s biographies and coordinate participation in conferences and external activities in collaboration with Marketing & Business Development (“MBD”).
- Provide routine document support, including drafting, formatting, revising, proofreading, blacklining,



and version control, partnering with Document Specialists on complex document production and advanced technical formatting requirements.
- Coordinate team coverage to ensure continuous administrative support to Principal, including during absences, vacations, and peak workload periods.
- Liaise with Document Services, Support Assistants and other administrative resources to coordinate work requests, monitor progress, review completed tasks for accuracy and maintain established timelines.
- Build strong working relationships across Business Services teams to resolve issues, streamline processes, and support timely completion of deliverables.
- Provide support and guidance to colleagues and new hires.
- Contribute to firm‑wide initiatives, process improvements, and special projects in support of firm priorities.

Financial Functions

- Partner with Principal to ensure daily docket entry in accordance with established deadlines and guidelines, following up as required.
- In collaboration with the billing team, manage end-to-end billing workflows, including monitoring Work in Progress (“WIP”), preparing and reviewing proformas, and ensuring accuracy of narratives, discounts, and fee arrangements. Confirm invoices are finalized and issued in accordance with client guidelines and firm standards.




- Monitor matters with alternative fee arrangements, maintaining accuracy of agreed rates and discounts, monitoring budgets, and delivering regular financial updates to Principal.
- Prepare and maintain time and billing reports for Principal and/or clients, noting financial status, trends, and outstanding items to be addressed as required.
- Facilitate payment of third‑party invoices and filing fees, ensuring accuracy, appropriate approvals, and timely submission in accordance with vendor requirements.
- Manage expense processing in accordance with established deadlines and guidelines, including reviewing, submitting, and following up on expense reports as required.

Risk Management

- Prepare draft engagement letters for Principal review and support new matter intake processes, including file openings, conflict searches, and review of outside counsel guidelines to ensure compliance with matter requirements.
- Oversee the organization of client electronic files within the document management system, maintaining accessibility, consistency, version integrity and completeness, in adherence to firm guidelines.
- Manage the lifecycle of external file-sharing activities, from creation to maintaining appropriate access permissions, secure document exchange, and compliance with client confidentiality requirements and firm policies.
- Monitor inactive matters and trust balances, collaborating with Principal to ensure timely follow-up, closure of matters, resolution of balances, and updates to records in accordance with firm policies and document retention requirements.
- Coordinate and support audit requests in accordance with firm risk management requir

📌 Legal Assistant (Vancouver)
🏢 Torys
📍 Vancouver