Practice Assistant
Full time @Borden Ladner Gervais LLP posted 12 hours ago in Legal Shortlist Email JobJob Detail
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Job ID 21798
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Experience 3 Years
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Qualifications Degree Bachelor
Job Description
“Administrative
Arrange/perform photocopying, printing, scanning, organizing couriers, sending out letters, faxes etc.
Arrange for files to be opened and closed, supervise general filing requirements and record keeping
Use effective systems to ensure that both short and long term tasks are completed within required timescales
Support lawyers in marketing activities including involvement in preparation of pitches and presentations
Perform administrative activities related to lawyer’s professional memberships, certifications and Law Society of Alberta requirements
As required, manage calendars, ensuring they are up to date and reminding lawyers of meetings etc. on a daily basis
As required, arrange meetings, book conference rooms, refreshments, check rooms prior to meetings etc. and liaise with other attendees, both internal and external
Make travel arrangements as/when instructed
Communication
Take internal and external telephone queries, responding as appropriate and/or ensuring that all messages are passed on in a timely manner
Monitor post and/or e-mails and dealing with as appropriate and ensure that all client related correspondence is passed on to an appropriate lawyer if the relevant person is out of the office
Liaise with administrative support departments on behalf of lawyers as required
Liaise with the department’s Team Leader over any planned absences, arranging coverage as necessary and communicating this to the relevant lawyers.
Client relationship management
Become an active part in the care of clients and be wholly familiar with contacts/clients
Ensure the entry, maintenance and update of client details and relevant information in the Firm’s CRM contacts system, through Administrative Assistant or directly
Deal with basic client queries and general administration
Arrange client meetings
Document production
Short drafts/edits of documents in Word, Excel, PowerPoint
As required, arrange and review material prepared by Document Specialist for accuracy and completeness prior to lawyer’s review, and arrange/perform corrections as necessary
Ensure documents in final form are saved electronically
Financial – Billing
Arrange opening/closing of client matters in accounting system, arrange updates, and coordinate changes with clients
Liaise with lawyer and billing coordinator to prepare accounts on a regular basis, including reviewing draft bills online, arranging/performing edits and delivery. Arrange revisions to accounts and coordinate with clients as necessary
Liaise with lawyer, client and Finance department to collect on overdue accounts
Assist lawyers in the billing and credit control process by liaising with the lawyer and accounts and to produce standard prebill financial/time reports through the system
Request cheques, bank transfers and paying in money received, as appropriate
Financial
Coordinate and process vendor payments, ensure payments are made
Other duties and responsibilities
In addition to providing support to the lawyer(s) to whom they report, a Practice Assistant will also provide assistance to their immediate colleagues in the department and, where practical, other departments.
Team duties will therefore include:
Assisting other members of the firm, both proactively and at the request of the Team Leader
Any other duties as requested by the Lawyers or Team Leader
Key Competencies
A Practice Assistant has responsibility to ensure that their skill set is up to date and they are familiar with the firm’s departments, key personnel, clients, internal systems and procedures. This will ensure that the Practice Assistant is able to carry out his/her role effectively and, where appropriate, discuss any training requirements with the Team Leader.
In addition to this, they should have/be:
3 – 5 years of diverse legal support experience in Corporate law
Legal Assistant Diploma
Accurate typing speed of 60 words per minute
Advanced knowledge of Microsoft Word, Outlook, Excel, PowerPoint, research tools and other systems implemented by the firm. iManage experience an asset
Excellent telephone manner and competent knowledge of telephone system
Top notch communication, organizational and team skills
Excellent attention to detail
Extremely adaptable and dependable, ability to think ahead and take initiative
Able to remain calm, diplomatic and think quickly under pressure
Highly responsive, comfortable with tight turnaround times and deadlines
Conscientious and approachable
Confidence and forbearance, ability to build respect and trust, with a view to developing a strong, cohesive team
Other Requirements
Sound knowledge of support services in a demanding, fast paced legal environment
A desire to enhance the skills of self and others
A strong focus on ensuring the highest levels of service standards are delivered and maintained “