Legal Assistant - In House
Legal Assistant – In-House, for union client's Canadian head office, mid town Toronto.
Marberg Job Number: 2243.
Job Type: Full Time Permanent.
Compensation: 56K to 65K per annum according to experience, plus 3% bonus. Bilingual French-English candidates eligible for an additional 3% premium.
Additional Benefits: Generous benefits, pension plan and professional development incentives.
Regular Work Hours: 9am to 5pm with one hour lunch break, Monday to Friday. Flexible start and end shift times available between 8 am and 6 pm, subject to client business requirements.
Work Location: 100% onsite at client's mid-town office, near TTC station.
Ergonomic Requirements: Occasional lifting of bankers' boxes, and ergonomic activities associated with maintaining a hard copy filing and archiving system, and collating and binding documents for distribution, including standing for extended periods.
Responsibilities Summary:
Legal assistant to join in-house legal team, working closely with 2 other legal support staff to support a team of six lawyers and an articling student, and focusing primarily on labour or administrative law matters.
- Provide ongoing legal support to three+ lawyers, accommodating different requirements and methods, and backfilling for other support staff as necessary.
- Open new electronic and hard copy case files.
- Prepare electronic and hard copy litigation documents precisely and on short notice. Proofread, copy edit and format legal and general documents and correspondence for filing with labour boards and tribunals.
- Prepare affidavits of service and arrange for process servers and filings in accordance with strict and sometimes overlapping deadlines.
- Bind documents into books with electric and manual binding equipment.
- Maintain and file Board Certificates both electronically and manually.
- Prepare responses to articling applications and maintain all subsequent correspondence for the annual applications process.
- Review and maintain lawyers' calendars, set up conference calls and videoconferences, and book meeting rooms using Outlook.
- Make travel arrangements for staff, union members or guests, using company travel agency as needed.
- Draft and submit expense reimbursement forms for approval.
- Post information and documents to company website. Monitor internal and designated external websites to ensure current and usage of online forms.
- Regularly maintain legal library, including interfiling subscription updates, tracking receipt of legal materials, and verifying invoices from legal publishers.
- Maintain accurate and up-to-date electronic contracts database, and electronic and hard copy filing systems.
- Maintain file storage room and manage offsite archival storage processes including sending, retrieving or reviewing archived files for secure disposal. Occasionally lift and organize bankers' boxes.
- Participate in reception relief on a rotational schedule to cover breaks and absences, ensuring adherence to security protocols
- Additional legal, administrative and clerical support responsibilities as required.
Qualifications:
- Education: Post secondary education or training as a legal assistant and/or experience working for a law firm or in-house legal department.
- Preferred Work Experience: At least 2+ years of experience as a legal assistant, preferably from a litigation or administrative/public law environment.
- Preferred Sector Experience: Familiarity with a union environment and the labour movement an asset.
Technical and Language Skills Requirements:
- Excellent Microsoft Office proficiency in Word (e.g. tables, mail merges, styles, tracking, formatting), Excel (e.g. creating, editing and formatting spreadsheets, formulas, troubleshooting), PowerPoint and Outlook (will be tested).
- Excellent Adobe Acrobat Pro proficiency, including ability to use security features and tabs (will be tested).
- Fast and accurate typing and data entry skills (will be tested).
- Experience with Legal Tracker or similar case management software a strong asset.
- Strong English communication skills, both written and verbal, including advanced level business writing skills, excellent spelling, grammar, proofreading and syntax, and polished, professional telephone manners.
- Fluency in French, both written and verbal, an asset. To be presented as bilingual, must complete satisfactory language fluency tests.
Task -Based Qualifications and Additional Attributes:
- Focused and able to work effectively with minimal direction and supervision.
- Familiar with standard forms and filing procedures of various statutory tribunals such as Ontario Labour Relations Board, Human Rights Tribunals and Canada Industrial Relations Board.
- Possess a professional and courteous personality, responding positively to all members, callers and visitors. Demonstrated commitment to client service and professional representation of the organization.
- Punctual, responsible, and reliable. Demonstrated record of professional conduct and character.
- Collaborative and cooperative, with ability to work closely with other legal support staff to ensure smooth running of the department.
- Proven ability to professionally handle confidential information and exercise good judgement in the interpretation and application of instructions and organization policy.
- Superior attention to detail, and organized, methodical approach to completion of tasks.
- Advanced organizational, coordinative and time management skills, with the ability to prioritize tasks effectively for self and others, meet tight deadlines and work well under pressure.
- Demonstrated successful experience of prioritizing work, making decisions and communicating with others within a values framework of respect, equity, anti-racism, diversity and inclusivity.
Additional Requirements:
- Must be legally entitled to work in Canada, providing satisfactory documentation upon request.
- Ability to work 100% onsite, abiding by organization health and safety policies.
- Ability to declare personal Non-Conflict of Interest in execution of position responsibilities.
- Provision of certification of AODA and OHSA online training course completion prior to position start date.
- Provision of certification of full COVID-19 vaccination series prior to assignment start, subject to reasonable accommodation per the Ontario Human Rights Code.
- Satisfactory Background Checks, Technical Skills Evaluations, and Employment References.
We thank all applicants for their interest but wish to advise that only those selected for an interview will be contacted.
Please apply directly by clicking “APPLY HERE” to be directed to our website.
Please note that Marberg Staffing updates job posts regularly, and external job boards may not reflect these changes in a timely fashion. Please refer to https://marberg.com/career-portal for the most current information including salary range.
Please note that for this position, Marberg Staffing only accepts applications through TLOMA, LinkedIn and marberg.com.
Candidates are only contacted via official phone call or email from Marberg Staffing. Please disregard any initial contact through other mediums such as text message or social media.
Marberg is committed to supporting workplace diversity and inclusivity, to reflect the demographic profile of all Ontarians. Applications are encouraged from equity seeking groups including people of colour, Indigenous people, individuals with disabilities, and people from the LGBTQ2S community.
No agencies or recruiters please.