Legal Administrative Assistant, Immigration

The Practice Legal Support for the Immigration Practice Group will provide administrative and Canadian Immigration support to corporate Global Mobility Teams by successfully delivering on various tasks and projects using both established and new tools and processes.

The role holder will ensure a positive stakeholder experience, identify opportunities for improvement and strive toward frustration-free experiences as the team and clients navigate the ever-changing landscape of Canadian immigration.

Responsibilities:

• Draft written responses or replies by phone or e-mail when necessary
• Organize and prioritize large volumes of emails and phone calls
• Pull and prepare client reports
• Respond to regularly occurring requests for information
• Legal Support during the life cycle of a file - the collection of documents, communication, and coordination with Clients and Candidates, and preparation of documents and applications for Attorney review and final submission; submission of applications on Immigration Refugee Citizenship Canada (IRCC) Portal
• General office duties, which may include, copying, filing, processing incoming and outgoing mail/email, client and counsel telephone contact
• Attend and contribute to monthly in-house Case Management Tool team collaboration meetings regarding Canadian Immigration customization and configuration
• Assist in entering and revising the lawyer's time in the time entry system (inTapp)
• Tailor and update existing templates and precedents; make suggestions for template improvements
• Triage Team's help requests and support in areas of technology, document support and records management, and execution of the same
• Maintain current data collection processes to ensure data accuracy and consistency align with practice group deliverables and initiatives, and audit information if required
• Manage and open new client matters in an effective and efficient manner
• Sort and distribute courier and mail
• Oversee document management and records, both for client-facing and internal matters
• Manage lawyer's calendars and travel arrangements
• Support implementation of existing and new technology to meet project requirements and to encourage uptake
• Other duties as assigned
• Complete cheque requests and expense reports (Service Now and Chrome River)
• Handle tasks associated with the management of client bills and invoices
• Establish, develop, maintain and update filing system for retrieval of files when needed

Skills and Experience:

• Ability to analyze datasets to identify trends, issues and gaps
• Attention to detail
• Knowledge of Immigration Case Management Systems (INSZoom) and Federal IRCC Portal Accounts (preferred)
• Strong organization, records management and data reporting skills
• College Diploma or Bachelor's Degree
• Basic knowledge of data visualization and associated tools (e.g. Excel charting, Viso, Tableau)
• Knowledge of relevant IT packages; e.g. Document Management Systems, collaborative project management tools like Microsoft Teams, Microsoft Office (including Excel)
• Experience in process flows and process improvement
• Strong verbal and written communication and relationship-building skills
• Ability to work collaboratively with multiple stakeholders in a team environment