Legal Administrative Assistant

Who We AreFasken is a leading international business law and litigation firm, and was voted one of Canada’s Best Employers for 2024. Our firm’s 950 lawyers are located across offices in Vancouver, Surrey, Calgary, Toronto, Ottawa, Montréal, Québec City, London and Johannesburg and an office in the professional and retail district known as Taza (/Ta-Zah/) on Tsuut’ina lands. Providing strategic and thoughtful advice in all areas of business law, our broad range of clients include close to half of the Fortune 100 companies, as well as corporate clients, government agencies, regulatory authorities, non-profit bodies and individuals.Our clients interests are paramount in all that we do and we take pride in supporting our communities. We are a place where bright, talented, and collegial people want to work together and we work hard together to achieve our goals in a collaborative and efficient way.Your RoleReporting into the Senior Manager, Legal Assistant Services, this position contributes to the efficient day-to-day operations by providing clerical and administrative support to lawyers, paraprofessionals and members of the Legal Administrative Services team.Hours of work are from 9 am to 5 pm. Occasional pre-authorized overtime may be required to meet client needs. This role is primarily onsite.At Fasken, Success MeansHaving a strong client service approach – you’re ready, willing, and able to put our clients first and exceed their expectationsCaring about one another – you possess strong interpersonal skills and the ability to build harmonious working relationships within your immediate team, across other departments in the firm, and the communityWorking collaboratively – you’re a self starter who values working in a collaborative team based environmentPossessing exceptional communication skills (both verbal and written) when dealing with lawyers, clients, staff and third partiesApproaching your work with agility and the willingness to learn and utilise new technologyBeing adaptable to changing priorities in a fast-paced environment while being organized and maintaining accuracy with a high attention to detailDemonstrating strong research, investigative and problem solving skills with the ability to exercise judgement to resolve issuesTreating sensitive and confidential matters with discretion and diplomacy at all timesPrimary ResponsibilitiesLiaise with internal clients, lawyers and staff on various mattersSubmit conflict searches, open and close filesAssist with updating client file listsPrepare cheque requests, submit expenses and third party invoicesAssist with trust receipts and disbursementsMaintaining client contact information (CRM)Create and/or update ACL profilesHandle incoming mail (quality check digitization), outgoing mail and save into the document management systemPrepare courier packages/slips and coordinate with the Business CentreAssist with small copying and scanning requests and/or organizing with Business CentreHelp proof and transfer dockets, as requiredScan, save, organize and file documents in document management system, ensuring proper version control and naming conventionsAt lawyer instruction, create simple correspondence and documents from forms/precedentsRun basic comparisonsProofread and quality check all work prior to submissionPerform daily/monthly department credit card reconciliation.Assist with a variety of routine clerical, administrative tasks and special projects, as assignedRequired Knowledge And ExperienceCollege diploma specializing in Legal Office Administration or Law Clerk diploma.Minimum of one year of professional services environment or related experience, preferred.Proficiency with computer software programs including MS Office (Word, Excel and Outlook).Bilingual (English and French) is an asset. Accessibility and AccommodationIt is important to our Firm that all its members, including those with disabilities, find our workplace to be welcoming and supportive. Reasonable accommodations are available on request for candidates with disabilities taking part in all aspects of the selection process.Background and Reference ChecksAny offer of employment may be conditional upon full background checks including a criminal record check, a credit check and employment and educational verifications. A reference check will also be conducted.Your ApplicationWe appreciate hearing from all qualified candidates, however, only those applicants whose background and experience match our requirements will be contacted.NO AGENCIES, PLEASE.