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 www.blg.com.

Purpose of the Role

The Administrative Assistant will perform all administrative and file management tasks requested by Lawyers, Practice Assistants 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.  The successful candidate will be expected to work from the office on a full-time basis. 

The key responsibilities of this role are:

Administration and File Management

• Undertake large and small copying requests, scanning, binding and finishing copied work (working with Office Services as applicable)
• 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
• Undertake all file management (return or add documents) and file housekeeping procedures to ensure existing client files are constantly up to date
• Understand, identify and process all principle documents within files
• Process archive retrieval requests
• Maintain all filing and work areas in a tidy and orderly manner
• Assist with Know Your Client (“KYC”) and conflict checking procedures in accordance with the firm’s procedures
• Conduct searches as requested
• Keep a record of time spent on various administrative tasks for internal purposes
• Any other duties as requested by the business

Customer Service

• Address any Lawyer and/or Legal Support Services member enquiries in a prompt and efficient manner
• Communicate and liaise with requestor on file management issues
• Consistently and appropriately update the team on progress where appropriate
• Work with team to offer assistance wherever possible

Key Competencies

• Established knowledge of Microsoft Office suite software (e.g., Word, Excel, PowerPoint) and CRM
• Post-Secondary diploma in Administration or Legal Assistant studies, an asset
• 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

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.