Practice Assistant – Commercial Real Estate

Reference # PA_-_12-29-16
Open Date December 29, 2016
Close Date January 27, 2017
Location Ottawa

Purpose of Role

The Practice Assistant’s primary purpose is to provide assistance to four (4) lawyers by efficiently supporting the management of their practice and contributing to the overall service excellence provided to our clients. 

The Practice Assistant will act as workflow coordinator for other support services including delegating and reviewing the completion of document production, file management, copying/scanning work and other administrative work. He or she will take an active interest in, and obtain a thorough understanding of, all aspects of client requirements to provide exceptional service levels to the lawyers and our clients.

Key Responsibilities

Everyone at BLG is required to carry out the duties of their role while upholding the important principles of our Respectful Workplace Policy, and treating everyone with respect, regardless of position.  The key responsibilities of this role include:

  • Managing diaries, ensuring they are up to date and reminding lawyers of meetings, etc. on a daily basis;
  • Arranging client meetings, booking conference rooms, refreshments, check rooms prior to meetings etc. and liaising with other attendees, both internal and external;
  • Becoming an active part in the care of clients, being wholly familiar with contacts/clients, and dealing with basic client queries and general administration;
  • Assisting lawyers in the billing process by liaising with the lawyer and accounting as well as producing standard pre-bill financial/time reports through the system;
  • Arranging for travel bookings;
  • Arranging for files to be opened and closed along with supervising general filing requirements and record keeping;
  • Taking internal and external telephone queries, monitoring post and/or e-mails, responding as appropriate and/or ensuring that all messages are passed on in a timely manner;
  • Entering, maintaining, and updating client details and relevant information on the firm’s contacts system;
  • Checking correspondence, attachments, documents, reports, presentations, faxes, etc. produced by the Document Specialist team before they are passed to the relevant lawyer and undertake basic/minor amendments where appropriate;
  • Assisting lawyers in ensuring their time is recorded properly and entered onto the system on a daily basis;
  • In addition to providing support to the lawyers to whom they report, a Practice Assistant will also provide assistance to their immediate colleagues in the department and, where practical, other departments.

Key Competencies Required

  • A minimum of 5 years’ relevant experience as a Legal Assistant in the area of Commercial Real Estate.
  • Experience providing administrative support to multiple lawyers in a fast-paced environment.
  • Advanced knowledge of Microsoft Office, Conveyancer, Teraview, research tools and other systems implemented by the firm and an accurate typing speed of approximately 60 words per minute.
  • Excellent communication, organizational and teamwork skills.
  • Excellent attention to detail with the ability to think ahead and use initiative.
  • Flexible, dependable and able to remain calm under pressure and work to tight deadlines.
  • Conscientious, approachable and enthusiastic.
  • Able to quickly build confidence, respect, and trust with others.
  • Have a positive approach to daily tasks and have a solutions focused working method.

Application

If you have an interest in this position or know of someone who may be suitable, please forward a current resume to Devon Prelaz, HR Specialist, at DPrelaz@blg.com.

We thank all applicants for their interest in this position, however, only applicants selected for an interview will be contacted.

BLG is committed to fostering a diverse and inclusive workplace.  We welcome applications from diverse candidates.

BLG welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.

* Please note that relatives of current BLG employees and Partners are not eligible for consideration. Apply Now