We are BLG: Canada’s Law Firm. Our culture is one of vigilance and curiosity, Firm-wide collaboration, unfailing mutual respect and dedication. We pride ourselves on having standout talent and delivering an exceptional client experience.
We are a future-minded Firm delivering high-value advice and known for our unwavering commitment to innovation, diversity and inclusion, community involvement and talent development. Learn more about us at www.blg.com.
The Practice Assistant will be expected to act as a workflow coordinator for other support services including delegating and reviewing the completion of document production, file management, copying/scanning work and other administrative work. The Practice Assistant takes an active interest in, and obtains a thorough understanding of, all aspects of client requirements to provide exceptional service levels to the lawyers and our clients.
Key Responsibilities
Administrative
- Arrange/perform photocopying, printing, scanning and faxing, and review material prior to delivery, such as to court, counsel and clients
- 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 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
- Manage internal and external telephone queries, responding as appropriate and/or ensuring that all messages are passed on in a timely manner
- Monitor mail and e-mails, 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 and/or the Manager, Legal Service Delivery on any planned absences, arranging coverage as necessary and communicating this to the relevant lawyers
Client relationship management
- Become an active part of 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
- Address basic client queries and general administration
- Arrange client meetings
Document production
- Basic 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 for revisions to accounts and coordinate with clients as necessary
- Liaise with lawyer, clients and Client Services 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 are assigned, a Practice Assistant will also provide assistance to their immediate colleagues in the department and, where practical, other departments.
- Team duties will include assisting other members of the firm, both proactively and at the request of the Team Leader and/or Manager, Legal Service Delivery, and any other duties as requested by the Lawyers or Team Leader and/or Manager, Legal Service Delivery
Key Competencies
The Practice Assistant is responsible for ensuring 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 their role effectively.
In addition to this, we are seeking candidates with:
- 5+ years of diverse legal support experience in Corporate law
- 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 considered an asset
- Excellent telephone manner and competent knowledge of telephone system
- Top notch communication, organizational and team skills
- Excellent attention to detail
- Adaptability and dependability, and the ability to think ahead and take initiative
- Ability to remain calm, diplomatic and think quickly under pressure
- Confidence and forbearance, ability to build respect and trust, with a view to contributing to 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
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.
