Ottawa - Legal Administrative Assistant - Regulatory

Dentons - Ottawa, ON (30+ days ago)

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The Legal Assistant role requires a unique blend of skills and experience providing general and administrative support in our Regulatory Group. The position will require a confident, reliable and business-minded assistant with the ability to manage multiple tasks and adapt to changing priorities.

The successful candidate will be organized, discreet, detail-oriented, and have a client-first approach to work. In addition, the successful applicant must be team-oriented and accustomed to working as a work team with other assistants. Generally, the hours of work are from 9:00 a.m. to 5:00 p.m. with some flexibility required to meet client needs; pre-authorized overtime may be required.

Responsibilities
Drafting, preparing and proofreading correspondence, accounts and various transactional documents and forms;
Entering and maintaining lawyer’s dockets and coordinating with the Accounting Department, when necessary; preparing detailed billings;
Dealing with and responding to client inquiries expeditiously and conducting follow up; keeping the lawyers apprised of interactions in their absence;
Opening, maintaining and putting away files, and maintaining precedent systems using the Firm protocol for knowledge management;
Processing incoming and outgoing mail, including maintenance of email accounts and managing bring forwards;
Preparing and updating cheque requisitions and expense reports;
Updating and maintaining client/matter lists and current client contact records electronically to meet Dentons’ requirements;
General administrative duties such as scheduling appointments and meetings, photocopying materials, booking meeting rooms, making travel arrangements, etc.; working with other related Departments/services internally to provide documents and other materials on time to meet client needs;
Maintaining and organizing files, both electronic and hard copy as required;
Demonstrating a team approach; supporting and standing in for colleagues to cover absences; ensuring strict adherence to confidentiality; accountability in relation to both internal and external clients to achieve outputs and goals for the Department and the Firm;
Other duties as assigned.
Requirements
Post-secondary education in business or related discipline; Legal Administration and/or Law Clerk Diploma preferred;
Solid work experience in a legal environment with working knowledge of regulatory law; preference will be given to previous experience gained within a large firm environment;
Strong interpersonal and communication skills (both verbal and written);
Superior organizational and problem-solving skills and a professional office, client and telephone manner;
Ability to maintain excellent customer service by handling questions and concerns with speed and professionalism;
Ability to work well with all levels of internal management and staff, as well as outside clients and vendors;
Strong follow up and proofreading skills, attention to detail, and accuracy are required;
Ability to work under pressure and complete accurate work in a timely fashion while maintaining a positive, team driven attitude;
Possesses ability to demonstrate initiative and discretion;
Excellent technical proficiency in Microsoft Office applications;
Minimum 50 wpm typing speed;
Knowledge of accounting/docketingsystems and data management systems (Elite and iManage);
Professional client and telephone manner and a proven track record of working with confidential information;
Ability to work independently in a fast-paced, team-oriented environment;
Must have seasoned problem solving skills, the ability to work with little instruction or supervision and be highly motivated;
Ability to work under pressure to meet deadlines, remain calm with a sense of urgency while maintaining a positive, team driven work ethic and ability to approach colleagues and lawyers to solicit work;
Demonstrated commitment to privacy and ethical conduct;
Bilingual (English and French) is considered an asset.
Qualified applicants should submit their cover letter and resume by email:

Ottawa Human Resources Department
Dentons Canada LLP
Email: resumes.ottawa@dentons.com

  • We thank all applicants who apply, only candidates selected for an interview will be contacted.
Equal opportunities
At Dentons, we believe that diversity and inclusion are essential to the success and strength of our firm and the quality of our advice to, and representation of, our clients. We are committed to providing a flexible environment where everyone respects, supports and learns from our collective skills, talents and differences. By attracting, supporting, promoting and retaining individuals from all backgrounds, inclusive of race, ethnicity, faith, religion or spiritual beliefs, gender, gender identity, age, sexual orientation, abilities, social perspective and other characteristics, we create a dynamic and inclusive work environment that is critical to our success.