We are seeking a highly organized, proactive, and detail-oriented Legal Administrative Assistant to support a busy law practice. The successful candidate will play a key role in managing day-to-day administrative operations, supporting client service, coordinating files, assisting with billing and financial tracking, and helping ensure the practice runs efficiently in a fast-paced professional environment.
This role requires excellent judgment, strong communication skills, the ability to manage competing priorities, and a willingness to take initiative without always waiting for direction.
Key Responsibilities
- Respond to client and internal inquiries in a professional, timely, and courteous manner.
- Manage administrative matters for the practice, including opening files, maintaining records, organizing correspondence, and ensuring documents are properly saved and tracked.
- Prepare, scan, copy, assemble, and organize application packages, binders, and supporting materials.
- Assist with billing, including preparing draft invoices, reviewing time entries, coordinating billing information, and following up as required.
- Track accounts receivable, work in progress, and outstanding billing items, and provide regular updates to the lawyers or practice leads.
- Manage a busy and frequently changing calendar, including scheduling client calls, internal meetings, deadlines, reminders, and follow-ups.
- Monitor key dates and deadlines and proactively flag upcoming priorities.
- Maintain organized electronic and physical files in accordance with firm procedures.
- Coordinate document execution, courier packages, filing materials, and other administrative logistics.
- Liaise with clients, team members, accounting, and other internal departments as needed.
- Support the lawyer and broader team with general administrative duties and special projects.
- Anticipate practice needs, identify gaps, and take proactive steps to keep matters moving forward.
Qualifications and Skills
- Previous experience as a Legal Administrative Assistant, preferably in a law firm or professional services environment.
- Strong organizational skills and the ability to manage multiple priorities in a hectic and deadline-driven practice.
- Excellent written and verbal communication skills.
- High attention to detail and accuracy.
- Strong calendar management and follow-up skills.
- Experience with billing, accounts receivable, and work-in-progress tracking is an asset.
- Proficiency with Microsoft Office, Outlook, document management systems, and legal practice management software.
- Ability to work independently, exercise discretion, and maintain confidentiality.
- Professional, client-service oriented, and calm under pressure.
- A proactive mindset with the ability to identify what needs to be done and follow through.
- A team player who is kind and enjoys working with others.
Personal Attributes
The ideal candidate is reliable, responsive, practical, and highly organized. They take pride in supporting a busy legal practice, are comfortable juggling competing demands, and understand the importance of being one step ahead. They are professional with clients, collaborative with colleagues, and able to bring structure and calm to a fast-moving work environment.
The expected salary range for this position is $53,000 - $88,000 annually
