Description
The Administrative Assistant will perform all administrative and file management tasks requested by Lawyers, PAs and other support functions. This includes file opening, copying, filing, archive management, scanning and completing general administrative duties as required. Filing, copying, scanning and general administration is an integral part of the operation of the firm and within this role the Administrative Assistant will be required to complete duties for extended periods of time during each day. The Administrative Assistant is accountable for establishing and maintaining an ongoing service-based relationship with the team.
Key Responsibilities
- Undertake large and small copying requests, scanning and binding
- Receive and process file management requests
- Create new files in the system and undertake all file closing procedures
- Open new file folders and label accordingly
- Work with the practice management system to log and record documents
- Complete all file management requests by saving or downloading documents from the Firm’s document management system
- Ensure existing client files are constantly up to date
- Understand, identify and process all principle documents within files
- Process archive retrieval requests
- Assist with Know Your Client (“KYC”) and conflict checking procedures in accordance with the firm’s procedures
- Conduct searches as requested
- Handle Lawyer and/or LSS member enquiries in a prompt and efficient manner
- Communicate and liaise with requestor on file management issues
- Consistently update the team on progress where appropriate
- Work with team to offer assistance wherever possible
Key Competencies
- Legal Administrative Assistant certificate
- Post-Secondary diploma in Administration is an asset
- Established knowledge of Microsoft Office suite software (e.g., Word, Excel, PowerPoint) and CRM
- Ability to take initiative
- Flexible and enthusiastic self-starter
- Strong organization and multi-tasking skills
- Strong oral and written communication skills
- Excellent interpersonal skills
- Strong teamwork skills
- Ability to work under pressure and meet deadlines
- Sound knowledge of support services
- A desire to continuously improve skills
- A strong focus on ensuring the highest levels of client service standards are delivered and maintained
The expected salary range for this position is $48,000 - $59,000, depending on level of experience, region/location, and other factors.
If you are interested in this position, please send a copy of your CV to Kristin Kretschmer, Specialist, Talent Advisory - Business Services [email protected]. Please note that only shortlisted candidates will be contacted.
BLG is committed to building a diverse workplace reflective of the communities we serve and to fostering an inclusive culture where Firm members feel valued, respected and inspired to thrive as their authentic selves. We value diversity of thought and the unique skills, perspectives and experience each individual brings to BLG. We welcome applications from all qualified candidates and encourage applicants from members of groups that have been historically underrepresented, including but not limited to First Nations, Métis and Inuit Peoples, racialized individuals, persons with disabilities, people who identify as women and/or LGBTQ2S+.
We also strive to provide an accessible candidate experience. Please let us know if you need any accommodations during the recruitment process.