The role of Resource Assistant is varied and responsible for providing a broad range of administrative and operational support to a busy legal team.
Key Areas of Support
- General administrative assistance such as maintaining the lawyer’s calendar, (i.e., coordinating and scheduling meetings and appointments), and managing emails to and from clients and lawyers.
- Provide desk coverage for Legal Assistants during absences and vacations.
- Drafting, proof-reading, formatting, converting, and editing a variety of legal documents and providing blacklines using comparison software.
- Conducting due diligence searches and review materials, as required.
- Printing and scanning documents for signing/reporting.
- Closing files.
- Preparing retainer letters and coordinating with clients on opening files.
- Maintaining an organized documentation and file management system.
- Supporting with lawyer’s accounts, including preparation of bills and letters for billing.
- Communicating with clients regarding accounts receivable and tracking accounts receivable.
- Experience in Wills and Estates and Estate Litigation is key.
- Organizing, labelling, and categorizing records for use in litigation.
- Diarization of files and entering and tracking limitations, follow-up dates, and deadlines.
- Minute Book experience.
- Experience with closings, including trust transactions, wires and organizing/maintaining.
- Closing Book documents and signature packages.
- Binder preparation, scanning and photocopying.
- Provide back-up coverage to reception.
Competencies and Behaviours
- Exceptional customer service mindset and ability to work with a wide variety of tasks in a professional manner.
- A pro-active self-starter.
- Clear and professional oral communication skills.
- Attentive listening, including asking for clarification when needed.
- Clear and informative written communication, including meticulous attention to detail, and ability to appropriately vary writing style. Excellent spelling and grammar.
- Skilled in prioritizing, anticipating work needs, and navigating occasional periods of pressure.
- Respect for client and firm confidentiality, as well as general rules of ethical behaviour applicable to lawyers.
- High level of proficiency with MS Suite, Worldox/NetDocuments and/or legal document management system, Spin, and web-based programs such as Adobe, DocuSign, and Esilaw360.
- Commissioner for Oaths a plus.
Education & Experience
- Legal Assistant diploma from a recognized institution
- Minimum of 3 – 5 years experience working in a professional legal environment
Note: This position is in-office, Monday to Friday (7-hour day).
