Administrative Assistant

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

Purpose of the Role

The Administrative Assistant will be expected to perform administrative and file management tasks requested by Lawyers, Paraprofessionals, Practice Assistants and other support functions both under the direct supervision of the Team Leader and working independently. This includes copying, filing – both paper and electronic, archive management, scanning and completing general administrative duties as required.

Key Responsibilities

Administration and File Management

Scanning and saving work to the document management system (iManage)

Photocopying and faxing documents

Receive and process file management requests

Re-open files on the system and order file retrieval from storage

Add adverse/allied parties to existing files

Open new file folders and label accordingly

Return or add documents to existing client files

Prepare engagement letters as instructed by the Lawyers, Law Clerks and/or Practice Assistants

Handle and administer closed files as requested using established file closing procedures

Undertake all file management and file housekeeping procedures to ensure filing is constantly up to date including printing and e-filing

Assist in billing process including pulling pre-bills, proof-reading and completing minor edits on pre-bills, finalizing invoices and preparing cover letters

Assist with Know Your Client procedures and conflict checking procedures

Monitor conflict search reports

Adding and editing contacts in Client Relationship Manager

Taking and acting on instructions

Track time spent on all the various administrative tasks for internal reporting purposes

All other duties as requested

Client Service

Deal with any Lawyers, Law Clerks and Practice Assistants enquiries in a prompt and efficient manner

Communicate and liaise with Lawyers, Law Clerks and Practice Assistants on file management issues

Consistently and appropriately update Legal Support Team on progress where appropriate

Work with Legal Support Team to offer assistance wherever possible

Key Competencies

Legal Administrative Assistant certificate from an accredited program

1 to 2 years office experience, preferably in a professional services or law firm environment

Strong knowledge of Microsoft Office suite software (e.g. Word, Excel, PowerPoint), iManage experience considered an asset

Knowledge of Client Management System and Client Relationship Manager programs considered an asset

Strong written and oral communication skills with excellent interpersonal skills

Self-starter with ability to take initiative, work under pressure and meet strict deadlines

Demonstrated ability to pay close attention to detail

Ability to work well in a team environment

Ability to deliver excellent client service

The expected salary range for this position is $48,000 - $59,000, depending on level of experience, region/location, and other factors.

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.

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