Practice Assistant — Corporate (en anglais seulement)

No de référence PAC_-_12-07-18
Date d'ouverture de poste 12 juillet 2018
Date de fermeture de poste 23 août 2018
Emplacement Ottawa

Purpose of Role

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. The Practice Assistant 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

  • 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
  • Arranging for travel bookings
  • Arranging for files to be opened and closed; supervising general filing requirements and record keeping
  • Supporting lawyers in marketing activities including involvement in preparation of pitches and presentations
  • 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
  • Becoming an active part in the care of clients, being wholly familiar with contacts/clients, and dealing with basic client queries and general administration
  • 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
  • Assisting lawyers in the billing and credit control process by liaising with the lawyer and accounts and to produce standard pre-bill financial/time reports through the system
  • In addition to providing support to the lawyer(s) 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 an Executive and/or Legal Assistant supporting multiple professionals
  • Excellent oral and written communication skills in English
  • Advanced knowledge of Microsoft Word, Outlook, Excel, PowerPoint, research tools and other systems implemented by the firm and an accurate typing speed of approximately 60 words per minute
  • Committed to furthering their knowledge to remain up-to-date on current technology and best practices
  • 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 careersottawa@blg.com.

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

Everyone at BLG is required to carry out the duties of their role while upholding the important principles of our respectful workplace policies, and treating everyone with respect, regardless of position. At BLG, valuing diversity and inclusion is key to a respectful workplace.

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

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