Job Description

We are a small litigation boutique, focused on business disputes and construction law and we are looking for a legal administrative assistant to join our team. While we largely work remotely, we have a central hub for meetings and in-person collaboration. If you have been thinking about a new challenge that would allow you use your experience and passion for excellence, our caring and supportive environment will undoubtedly allow you to grow and thrive in your career.

While this is predominantly a remote position, the successful candidate will be required to meet with the team in person in the Port Moody area 2-4 times per month, and to attend at the office for matters of mail issuing or retrieval or document preparation or distribution. Applicants not residing in the greater Vancouver area will not be considered.

Job Title

: Legal Administrative Assistant

Description:

To provide legal administrative support and act as the first point of contact for clients in a law firm with a team of three lawyers and one paralegal.

Responsibilities and Duties

Primary contact responsible for answering calls, speaking with current and potential clients, and distributing messages to the lawyers and paralegal.

New client correspondence, scheduling of initial consult, intake/setup including execution of conflict searches and updating of Synthesis case management systems.

Opening, closing and general updates to client files in case management system and Microsoft 365.

Production of general legal and client documentation including Engagement letters and court form templates.

Consultation of legal systems for precedents, investigation of technical and office software issues and general office support as required.

Assist with onboarding procedures and training of new hires on office procedures and systems.

Performing searches through Land Title Office; Court Services Online and Canlii as required.

Draft letters to 3rd party suppliers, opposing counsel and clients as requested.

Booking team meetings scheduling appointments and managing the lawyers' calendars.

Canvassing dates with opposing counsel to schedule mediation, discoveries, trials, etc., overall coordination of lawyers calendars.

Draft pleadings including Appointments to Examine for Discovery, Requisitions, Notice of Trials, etc.

Diarization of deadlines, use of the BF system and calendar entries.

Routine correspondence, scheduling, follow up with other parties including opposing counsel, court registry, process services, couriers, etc. by phone and email.

Manage the file list and ensure the files are updated and complete including contact information, client ID, conflicts, limitation dates and retainer funds in trust.

General office administrative tasks including ordering of office supplies, shredding coordination, obtaining statements, and reviewing monthly expenses from 3rd party providers, etc.

Mail/Courier/Scanning including sending, receiving, picking up mail, scanning and saving documents. Mail duties will require periodic visits to the office and post office.

Coordinating/completion of physical tasks including printing, putting together/ and taking apart binders.

Assist with billing and following up with clients on past due bills.

Work closely with management and marketing team on marketing endeavors.

Qualifications:

1 to 4 years experience in the legal field as a legal administrative assistant

Legal Assistant certificate from recognized program

Familiar with systems such as Court Services Online, West Coast Title Search, Land Title Survey Office, Clio Manage and Clio Grow legal software.

Previous experience in litigation practice

Familiarity with Supreme Court Rules, documents, practices and procedures and filing deadlines

Experience with MS365/Sharepoint, MS Word, Excel and Outlook

Strong work ethic, and the ability to work independently, take initiative and be resourceful

Excited to contribute to the development of our growing firm and work as part of a team

Job Type: Full-time

Pay: $45,000.00-$55,000.00 per year

Benefits:

Dental care Extended health care Paid time off Work from home
Application question(s):

Can you attend at the office in Port Moody on little notice as needed (2-4 time per month est).
Experience:

legal assistant: 1 year (required)
Work Location: Hybrid remote in Port Moody, BC