Legal Administrative Assistant

McCarthy Tétrault is a Canadian law firm that offers a full suite of legal and business solutions to clients in Canada and around the world. They are seeking a Legal Administrative Assistant to provide support for team members in various practice groups, manage requests, and assist with document support and production.

Responsibilities

• Collaborating seamlessly with team members to provide comprehensive support in triaging and managing requests
• Displaying swift responsiveness to inquiries, consistently meeting deadlines, and fostering harmonious cooperation across various departments and individuals within the Firm
• Effectively managing workflow fluctuations with minimal supervision
• Overseeing the Intake process, prioritizing and coordinating work for timely completion
• Answering process related questions and helping troubleshoot timekeeper issues related to areas of expertise and responsibility
• Liaising with and directing requests to other Firm support resources as necessary to ensure efficient and appropriate utilization of resources
• Maintaining accurate updates in the workflow system to track and monitor requests
• Providing reliable backup support in the Resource Centre
• Continuously enhancing job knowledge and technical skills through active team participation
• Proactively sharing knowledge, information, and mentorship with stakeholders and team members to foster a positive and collaborative environment
• Performing quality control of own work, seeking clarification when necessary, and reviewing work of others
• Providing support to lawyers in specific practice groups as required in order to maintain the Firm’s legal support services ensuring continuous legal operations and client satisfaction
• Other duties as assigned
• Collaborating with Resource Centre clients to process timekeeper expenses through creation of expense reports in accordance with guidelines set forth by the Firm
• Submitting and processing vendor/third party cheques and invoices on behalf of timekeepers in the Firm’s system
• Performing administrative support such as printing, scanning, faxing, photocopying, archiving, saving/renaming documents to the Firm’s Document Management System, creating binders, copying to CD/USB keys, data base entry and uploading/downloading from internet or data rooms
• Working with Records Management to create, maintain and store client files in accordance with the Firm policies and guidelines
• Drafting, editing, basic formatting, and revising correspondence, memoranda, large transaction documents, reports, forms, labels, etc
• Proofreading documents and checking for appropriate formatting, spelling, grammar and clarity
• Preparing basic court documents
• Collaborating with Resource Centre clients to assist with organization of travel bookings and prepare travel itineraries in accordance with preferences, including reserving air, lodging, ground transportation, and meal reservations
• Updating contact names and addresses in the client database on a regular basis
• Supporting various practice groups with legal documents in accordance with the requirements set by the practice group
• Maintaining in-depth knowledge of legal terminology, court rules and procedures as well as medical terminology where applicable

Skills

• 1-3 years of relevant experience, preferably in the legal field
• Post-secondary diploma in Legal Assistant, Executive Assistant or Administrative Assistant program
• Intermediate proficiency in Microsoft Suite (Outlook, Word, Excel, PowerPoint)
• Strong word processing, spelling, proofreading and editing skills
• Ability to work effectively with other team members and demonstrate tact, respect, and professionalism in all interactions
• High level of service to colleagues and clients (on a limited basis / as required by specific support requests)
• Strong time management and multi-tasking skills and works well under pressure to meet important deadlines
• Ability to actively listen to understand client and colleague needs; asks questions to clarify expectations
• Responsive to client and colleague requests, providing updates on progress of requests

Benefits

• Outstanding benefits from day one, including insurance premiums paid by the Firm and wellness and technology reimbursements.
• Competitive compensation, paid overtime and generous time off, including a day off to volunteer and a day off for your birthday.
• A commitment to professional development and growth opportunities for our people at all levels, supported by a culture that fully embraces and encourages two-way feedback.
• Strong community involvement and a commitment to equity, diversity and inclusion.
• A collaborative, cohesive culture that connects lawyers and business teams through collective purpose.

Company Overview