Legal Administrative Assistant (Contract)
We are a boutique estate law firm dedicated to providing exceptional client service and legal solutions. We are seeking a Legal Administrative Assistant to join our team on a one-year contract to cover a maternity leave, starting April 1, 2025. This role requires a proactive, reliable, and highly organized professional with a positive attitude and a strong commitment to delivering excellent service both internally and externally.
Position: (Onsite) Legal Administrative Assistant (One-Year Maternity Leave Contract)
Start Date: April 1, 2025
Salary: Salary will be based on experience and qualifications.
Location: Downtown Toronto
Key Responsibilities:
Office Administration:
- Maintenance of the phone system.
- Address new client inquiries as part of answering the general office line.
- Daily IT ticket management.
- Oversight and upkeep of general office equipment (photocopier, postage meter, premises, lights, etc.) and liaising with vendors as needed.
- Reception area oversight: managing visitors, answering the door, and ensuring a professional environment.
- Arrange and oversee client meetings, including boardroom setup and post-meeting clean-up.
- Manage booking of conferences, reservations, calendar entries, travel arrangements, and food orders (including monthly firm lunch orders).
- Mail management: pick-up, sorting, scanning/distributing cheques, and attending the Post Office for drop-offs.
- Ordering and stocking office supplies and beverages to ensure consistent availability for the team.
- Maintain a clean and organized kitchen, including appliances.
- Manage courier deliveries: prepare packages/waybills and arrange file pickup/delivery with external vendors (e.g., Access).
- Order and track files back from the storage company.
- Act as the Fire Warden for the office.
Accounting Support:
- Accounts Payable: collect and forward invoices to accounting.
- Enter disbursements for courier, postage, printing, phone, etc.
- Scan and match cheques with accounts receivable.
General Legal Assistance:
- Assist law clerks with preparation of estate planning reporting packages for clients.
- Perform word processing, scanning, and general correspondence tasks.
- Manage document filing and retrieval, including generating and printing pre-bills and legal correspondence.
- Update and circulate storage file retrieval lists and oversee file purging to ensure organized file cabinets.
- Coordinate the storage process, including file closings, re-filings, cataloguing, labeling, and sending files to off-site storage.
Other Duties:
- Assist with holiday cards, client mailings, and other firm-related marketing initiatives.
- Play an active role in organizing firmwide social events and activities to foster a positive and collaborative work environment.
Required Skills and Qualifications:
- Previous experience as a Legal Administrative Assistant or in a similar administrative role within a law firm or professional services environment.
- Strong interpersonal and communication skills with a proven ability to provide exceptional client service, both internally and externally.
- Highly reliable, organized, and detail-oriented with the ability to prioritize tasks effectively.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and strong IT skills.
- Ability to handle sensitive and confidential information with discretion and professionalism.
- A positive, proactive attitude with a collaborative approach to supporting team success.
- Strong organizational and time-management abilities to manage multiple tasks and deadlines efficiently.
Why Join Us?
At our boutique law firm, we value teamwork, professionalism, and a positive work culture. This role offers a unique opportunity to contribute to a dedicated team while gaining experience in a dynamic legal environment. As a key member of the team, you will play an integral role in delivering outstanding client service and supporting our firm operations.
How to Apply:
Please submit your resume and cover letter to Sherry Guo by February 15th, 2025. We thank all applicants for their interest; however, only those selected for an interview will be contacted.
No agencies or recruiters please.