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.
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.
Key Responsibilities
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 the Business Centre as applicable)
- Receive and process file management requests
- Create new files on the system
- Open new file folders and label accordingly
- Return or add documents to existing client files
- Work with the practice management system to log and record documents
- Handle and administer closed files as requested
- Undertake all file management and file housekeeping procedures to ensure filing constantly up to date
- Understand, identify and process all principle documents within files
- Undertake all file closing procedures
- Process archive retrieval requests
- Maintain all filing and work areas in a tidy and orderly manner
- Assist with KYC and conflict checking procedures in accordance with the firm’s procedures
- Conduct searches
- Keep a record of time spent on various administrative tasks for internal purposes
- Any other duties as requested by the business
Customer Service
- Deal with any Lawyer and Practice Assistant (PA) enquiries in a prompt and efficient manner
- Communicate and liaise with Lawyers and PAs on file management issues
- Consistently and appropriately update the team on progress where appropriate
- Work with team to offer assistance wherever possible
Key Competencies
- Post-Secondary Law Clerk, Paralegal or Legal Administration diploma
- 1-2 years’ experience in Customer Service and/or Administration
- Established knowledge of Microsoft Office suite software (e.g., Word, Excel, PowerPoint) and CRM
- 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.
Skills Required
- Post-Secondary Law Clerk, Paralegal or Legal Administration diploma
- 1-2 years' experience in customer service and/or administration
- Established knowledge of Microsoft Office suite (Word, Excel, PowerPoint) and CRM
- Experience with file management, scanning, copying, binding and archive procedures
- Familiarity with practice management systems and document logging
- Ability to take initiative and be a flexible self-starter
- Strong organization and multi-tasking skills
- Strong oral and written communication skills
- Excellent interpersonal and teamwork skills
- Ability to work under pressure and meet deadlines
- Sound knowledge of support services
- Commitment to high levels of client service and continuous improvement
What We Do
Borden Ladner Gervais LLP (BLG) is Canada's largest full-service law firm, providing practical legal advice to domestic and international clients. With nearly 900 lawyers and professionals, BLG serves businesses and institutions across various sectors, specializing in areas such as M&A, capital markets, disputes, financing, and trademark and patent registration. The firm operates across major Canadian cities, including Toronto, Montreal, Vancouver, Ottawa, and Calgary.
