Hiring a Corporate Legal Administrative Assistant to Work in Downtown Vancouver Law Firm

Job Duration:

Job Type:

Our client is looking for a Corporate Legal Administrative Assistant to work under the direction of the assigned lawyers and be responsible for a wide variety of legal and administrative duties within the corporate sphere.

Responsibilities:

  • Provide administrative support to lawyers in the preparation of documents and letters based on written instruction, verbal direction or dictation.
  • Complete administrative duties such as making copies, scanning, answering and directing telephone calls and greeting clients and filing.
  • Proofread and edit all documentation for grammar, spelling, and content accuracy.
  • Maintain a bring forward system of important documents and dates.
  • Prepare accounts to clients using Esilaw ensuring accuracy in calculations.
  • Prepare various deposits, wire transfer forms and cheque requisitions for Accounting needed on files.
  • Ensure that client identification is uploaded into the confidential ID directory.
  • Perform various searches as required i.e. BC Online, due diligence etc.
  • Prepare document closing books.
  • Work with lawyers on a system to save documents, emails in Worldox.
  • Work towards turning practice into paperless environment.
  • Update and maintain contact lists for clients.
  • Check Esilaw monthly for follow up on payments of accounts.
  • Check Esilaw monthly and look at lawyers administration files to see if time or disbursements need to be transferred to new file.
  • Maintain list of outstanding documents from clients and ensure they are received.
  • Arrange appointments with clients, book boardrooms and make travel arrangements.  The firm has points on the credit card so check with the Administrator to see if rewards can be used to pay for airfares or hotels.
  • Email/fax documents to clients, accountants or lawyers.
  • Retrieve Minute Books and seals when requested.
  • Open files when required and close files by reviewing every six months with the lawyer.
  • When opening a new file ensure that the 30 day conflicts report and limitation date advice form have been completed.
  • Have weekly meetings with lawyer to discuss workflow and improvements on systems and processes.
  • Assist the Corporate Department by preparing annual maintenance packages and other corporate work.
  • Attend mandatory training sessions each month on LegalMind.
  • Complete all required courses annually on LegalMind.
  • Other duties as required.

Requirements:

  • Proven working experience as a legal administrative assistant.
  • Familiarity with law and legal procedures.
  • Satisfactory knowledge of day-to-day operations of a legal office.
  • Computer literacy using Word, Excel, Worldox and Esilaw.
  • Proficiency in English.
  • Excellent organizational skills.
  • Ability to juggle multiple activities and work under pressure.
  • Superior interpersonal skills to interact with employees, lawyers, clients, departments, and external agencies.
  • High level of sound and independent judgment, reasoning, and diplomacy.
  • Able to maintain filing systems and basic databases.
  • Meticulous records maintenance skills.
  • Strong customer service orientation.

Please send us your resume today!

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