Litigation Executive Assistant 

Litigation Executive Assistant (Hybrid Remote)

Do you get bored with the same tasks every day? Then we have an exciting job opportunity that will keep you on your toes! Our Client, an awarded and well-recognized law firm, is seeking an Executive Assistant to provide support to a Partner as well as a Managing Partner – both friendly and respectful. Your responsibilities would range from litigation support to administrative support to marketing. The firm offers a great working environment – collegial and warm – making you feel right at ‘home’. They also offer a competitive salary, benefits, hybrid remote work model, perks and more – apply now! 

Salary: Up to $75K

Key Responsibilities 

• Schedule, monitor and maintain calendars and meeting deadlines
• Documents and follows up on actions required to manage lawyer’s practice and to meet established deadlines 
• Remind lawyers of upcoming deadlines on a daily basis
• Arrange meetings, book conference rooms, refreshments, check rooms prior to meetings etc. and liaise with other attendees, both internal and external
• Arrange for travel bookings and related details
• Arrange photocopying, printing, organizing couriers, sending out of letters, faxes etc.
• Arrange for files to be opened and closed, supervise general filing requirements and record keeping 
• Review files and transfer inactive materials to storage according to Firm guidelines
• Keep cases organized by establishing and maintaining digital and physical files
• Files documents and email attachments in client folder for ease of review
• Use effective systems to ensure that both short and long term tasks are completed within required timescales
• Support lawyers in marketing activities including involvement in preparation of pitches and presentations
• Take internal and external telephone queries, responding as appropriate and/or ensuring that all messages are passed on in a timely manner
• Monitor post and/or e-mails and dealing with as appropriate and ensure that all client related correspondence is passed on to an appropriate lawyer if the relevant person is out of the office
• Liaise with administrative support on behalf of lawyers as required
• Become an active part in the care of clients and be familiar with contacts/clients
• Enter, maintain and update client details and relevant information in our computer systems
• Provide marketing and client project management support
• Deal with basic client queries and general administration
• Arrange client meetings
• Check correspondence, attachments, documents, reports, presentations, faxes etc. produced by legal support before they are passed to the relevant lawyer and undertake basic/minor amendments where appropriate
• Type urgent/short/confidential correspondence and emails
• Assist lawyers to ensure their time is recorded daily in PCLaw as needed

Qualifications

• 5+ years of experience supporting multiple lawyers in a Commercial Litigation law practice preferred
• Excellent attention to detail
• Strong knowledge of civil litigation practice and procedures, and the Rules of Civil Procedure
• Advanced knowledge of Microsoft Word, Outlook, Excel, PowerPoint, research tools and other systems implemented by the firm
• Excellent communication skills, organizational skills, and team oriented
• Strong organizational/proof-reading skills with the ability to manage multiple priorities
• Flexible, dependable and able to take the initiative
• Able to remain calm under pressure and work to tight deadlines
• Conscientious, approachable and professional
• Able to quickly build confidence, respect and trust with others
• Have a positive approach to daily tasks and have a solutions-focused approach to challenge
• Knowledge working with IManage database systems is an asset
• Familiarity using PC Law, Caselines, Microsoft Teams and Automated Civil Litigation is an asset

How to Apply: To apply, please forward your resume to Sabrina at sabrina@cartelinc.com

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