Legal Executive Assistant Jobs

Our client is recruiting for an experienced Legal Executive Assistant to join their Team. This role will be supporting a very busy and demanding international practice requiring a very organized individual who is able to juggle a variety of tasks at the same time with ease and confidence. This fast paced position, requires attention to detail and sometimes work outside of regular working hours due to international travel. Strong communication skills providing regular updates on status of work and ability to problem solve as necessary. While part of a team, this position works quite independently to meet position objectives and therefore needs to be a true self-starter.

Responsibilities:

1) Emails, Mail & Phone Calls

• Handle a large amount of incoming calls
• Open and action physical mail
• Manage emails by responding, prioritizing and filing, in a timely manner.

2) Scheduling of Appointments

• Manage high volume of calendar management
• Liaise with clients and lawyers to ensure all documentation is completed or directed accordingly, in a timely manner
• Schedule new client meetings, build relationships, and manage client requests

3) Document Preparation

• Coordinate minute book requests, document delivery and signature requests
• Keep all paper filing up to date
• Ensure all files are organized, up to date and easily available
• Ensure that necessary documents/materials are available for client meetings
• Submit vaulting requests for Wills, Trusts and Power of Attorneys

4) Track Active Files

• Track quotes for incoming work
• Manage, update and organize an excel spreadsheet to record the status and progression of active files
• Regularly provide status of files and identify next steps including setting up calls

5) Administrative Work

• When required: perform conflict checks, open new files, retrieve matter numbers using internal systems
• Manage lawyers CPD requirements, annual LSO reporting and Biennial reporting for the Quebec Bar
• Some requests for personal tasks may be required
• Manage audit inquiry requests

Requirements:

• Handle high pressure situations and stress of multiple demands
• Ability to work overtime as required
• Successful completion of a related post-secondary Office Administration or Legal Assistant program
• Ability to work in the office on a regular basis
• Minimum eight (8) years’ previous experience as an executive assistant preferably in a legal or professional services environment
• Cross-train with other roles on the team for sick/vacation coverage

Qualifications or Skill Required:

• Strong interpersonal skills
• Detailed
• Accounting and Expenses Software
• Ability to problem solve
• Microsoft 365 suite of applications
• Resourceful
• DocuSign
• Zoom and Teams
• Organized
• Good judgement and decision making

Thank you in advance for your interest in this Legal Executive Assistant opportunity.