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We are seeking a highly organized and proactive Legal Administrative Assistant to join our team. This role requires a confident, detail-oriented individual who thrives in a fast-paced, professional environment and is adept at balancing multiple priorities. The ideal candidate will have prior experience supporting attorneys or professionals within the legal or broader professional services sector.
Key Responsibilities
- Coordinate and manage all aspects of administrative tasks, including scheduling meetings, organizing events, and booking travel.
- Oversee client intake processes, including anti-money laundering (AML) checks and drafting engagement letters.
- Provide comprehensive billing and invoicing support to attorneys.
- Professionally handle incoming calls, acting as a gatekeeper when necessary.
- Proactively manage complex calendars and schedule external and internal meetings, utilizing appropriate systems such as GAS.
- Manage shared inboxes and assist with email filing using iManage, including support for physical document filing.
- Serve as a direct liaison for clients and their administrative contacts, supporting client relationship activities.
- Collaborate effectively with E2E services, fellow business management secretaries, and various teams to ensure streamlined support.
- Handle urgent document production needs not suited for Document Services.
- Balance multiple priorities and competing deadlines with efficiency.
- Liaise with courts as needed and assist with the preparation of court documents and bundles.
- Provide administrative support during meetings, including recording action items and following up as required.
- Mentor and support junior team members as a buddy or informal coach.
- Take ownership of specific practice group responsibilities and tasks.
Required Skills & Experience
- Previous experience in a legal or professional services environment.
- Demonstrated proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Access, Teams).
- Strong skills in calendar and diary management, as well as document handling.
- Exceptional organizational and problem-solving skills, with the ability to manage multiple tasks and deadlines.
- A proactive mindset, with a desire to continuously improve and upskill.
- Excellent written and verbal communication skills.
- High level of attention to detail and accuracy.
- Collaborative, team-oriented approach with the ability to build effective working relationships
David Aplin & Associates Inc., operating as Aplin, and its associated brands, CompuStaff and Impact Recruitment, is an award-winning employment agency connecting diverse, top-tier talent with exceptional organizations across North America. We welcome applicants from all backgrounds and charge no fees to apply or engage with our recruiters. Our clients partner with us to help expand and diversify their teams. Please note that all applicants must be legally entitled to work in Canada, including holding any necessary work permits.