Legal Assistant Toronto

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POSITION OVERVIEW
The Legal Assistant is responsible for providing administrative and document related support to principals (Law Clerks).
KEY ACCOUNTABILITIES
Principal/Client Support
Act as key contact for all matters relating to:
coordinating travel arrangements, preparing itineraries and travel expense reports;
completing IlCO renewal applications; and
updating bios, internal and external conferences, etc.
Prepare client correspondence in accordance with the requirements set by the principal/practice group, as required.
Update contact names and addresses in Interaction and any other client databases.
Coordinate client meetings, schedule boardrooms, and arrange for catering or audio-visual equipment.
Update calendars for assigned principals, which includes meetings, appointments, and due dates.
Handle and review all incoming mail, email, fax communications, photocopying, printing, binding and arrange for specialized mail/courier/messenger services.
Receive, handle, screen, and/or direct incoming calls as directed by principals. Respond to inquiries and requests from clients and take messages.
Create various legal and other documents/agreements through copy typing, transcription, scanning or other methods. Document work includes converting styles, performing mail merges, inserting media into presentations, cross-referencing, indexing, creating tables, working with graphs, charts and objects, using graphics applications, etc.
Proofread and quality check documents for appropriate formatting, spelling, grammar, and clarity.
Update and maintain accuracy of practice specific databases.
Respond promptly to requests and work collaboratively with other departments and members of the firm.
Provide backup support when other Legal Assistants are absent, are at capacity, and/or managing multiple/difficult deadlines.
Work cooperatively with others in their team/quad in scheduling vacation, breaks/lunches, and absenteeism time to ensure principals are well supported.
Coordinate activities with other departments and staff (e.g., Facilities, Marketing, etc.).
Liaise and work closely with other Legal Assistants and Support Assistants, as appropriate, to ensure tasks are completed within a timely manner.
Participate in projects and initiatives as assigned.
Financial Function
Prepare cheque requisitions, expenses through ChromeRiver, initiate payment of third-party invoices and filing fees.
Prepare expense reports (e.g., spreadsheets) related to time/billing information for principals.
Review proformas as requested.
File Management
Maintain and organize files to ensure they are easily retrievable by principals, and file/scan all paper or electronic correspondence/records into the firms document management system.
Work with Support Assistants, to store client files as appropriate within firm guidelines.
ATTRIBUTES & EXPERIENCE
Legal Assistant diploma or post-secondary degree/diploma in Office Administration is required. Law clerk diploma is an asset.
2-3 years related experience, preferably within a legal professional services firm.
Must have strong knowledge of legal terms, documents and procedures.
Proficient in MS Office product suite.
Strong client service orientation combined with the ability to manage multiple client needs at the same time.
Excellent communication (verbal and written) and interpersonal skills.
Exceptional attention to detail, efficient and organized. Proactive and takes initiative.
Ability to work well independently and collaboratively within a team environment.
Ability to work in a high-pressure environment.
Flexibility to occasionally work overtime.
HOW TO APPLY:
Please address your resume and cover letter, stating your salary expectations to Firm Admin Recruiting ( ****
We thank all applicants for their interest in **MEMBERS ONLY**SIGN UP NOW***.; however only candidates selected for an interview will be contacted.
At Torys we are committed to diversity in the recruitment, retention and advancement of our people. We believe that diversity of backgrounds, experiences and perspectives enhances the quality of our work and enriches our lives. We are committed to fostering an inclusive and accessible work environment. Accommodations are available for applicants with disabilities. If you require accommodation at any time during the recruitment process, please contact Jenny Tavares
, Director, HR Services & Employee Relations.

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