Legal Secretarial Support

Current Opportunities

As a legal support professional at Torys, you will enjoy both an exciting, fast-paced work environment and a supportive, collegial and team-based culture. Our positions are best suited to individuals who take pride and ownership in their work and demonstrate exceptional client service in everything they do. In return, we offer a wide range of legal assistant opportunities and work arrangements, and competitive compensation and benefits, along with the tools required to excel in the job. Torys is committed to a continuous learning environment; we therefore provide extensive training to our employees upon hire and during the course of their career at Torys.

Legal Practice Assistant, Litigation (Toronto)

POSITION OVERVIEW

The Legal Practice Assistant is responsible for the administrative side of the principal’s practice.

KEY ACCOUNTABILITIES

Principal/Client Support

  • Act as key contact for all matters relating to:
    • coordinating travel arrangements, preparing itineraries and travel expense reports;
    • completing LSUC renewal applications, and tracking CPD credits; and
    • updating bios, internal and external conferences, and liaising with Boards, etc.
  • Prepare client correspondence in accordance with the requirements set by the principal/practice group, as required.
  • Update contact names and addresses in Interaction and any other client databases.
  • Coordinate client meetings, schedule boardrooms, and arrange for catering or audio-visual equipment.
  • Update calendars for assigned principals, which includes meetings, appointments, due dates and client-related activities (i.e., set up/maintain tickler system to ensure principals engage with clients on a regular basis).
  • Handle and review all incoming mail, email, fax communications, and arrange for specialized mail/courier/messenger services as required.
  • Receive, handle, screen, and/or direct incoming calls as directed by principals. Respond to routine inquiries and requests from clients, and take messages as required.
  • Respond promptly to requests and work collaboratively with other departments and members of the firm.
  • Provide backup support when other Legal Practice Assistants are absent, are at capacity, and/or managing multiple/difficult deadlines.
  • Work cooperatively with others in their team/quad in scheduling vacation, breaks/lunches, and absenteeism time to ensure principals are well supported.
  • Coordinate activities with other departments and staff as required (e.g., Facilities, Marketing, etc.).
  • Liaise and work closely with Legal Document Specialists and Support Assistants, as appropriate, to ensure tasks are completed within a timely manner.
  • Participate in projects and initiatives as assigned.

Financial Functions

  • Partner with principals to ensure docket time is entered by set deadlines and follow up with principals as required.
  • Monitor and review outstanding WIP (Work In Progress) to ensure timely billing.
  • Prepare, print and review prebills (e.g., monthly, quarterly or on request) using 3E billing workflow and functionality, and revise according to client billing guidelines and Firm standards and policies. Ensure invoices are sent to clients in a timely manner.
  • Prepare cheque requisitions as required to initiate payment of third-party invoices and filing fees.
  • Prepare various reports (e.g., spreadsheets) related to time/billing information for principals and/or clients.
  • Proactively monitor specific clients and/or matters when Alternate Fee Arrangements are in place.
  • Ensure special rates and discounts are applied to invoices. Actively monitor budget thresholds and update billing principals on status.

File Management

  • Prepare engagement letters and work with the Conflicts and Records team to coordinate new file openings, matter intake, conflict search and audit requests.
  • Maintain and organize files to ensure they are easily retrievable by principals, and file/scan all paper or electronic correspondence/records into the firms document management system. Work with Support Assistants, as required, to store client files as appropriate within firm guidelines.

Business Development

  • Coordinate with various departments to ensure all necessary correspondence/documents are compiled for Pitches and Request for Proposals (i.e., principal bios, billing rates, etc.).

Project Management

  • Assist principals with matter/project management support as required (e.g., set up and prepare reports, proactively monitor and track project items and related budget information).

ATTRIBUTES & EXPERIENCE

  • Legal Assistant diploma or post-secondary degree/diploma in Office Administration is required.
  • 5+ years related experience, preferably within a legal professional services firm.
  • Must have strong knowledge of legal terms, documents and procedures.
  • Proficient in MS Office product suite.
  • Strong client service orientation combined with the ability to manage multiple client needs at the same time.
  • Excellent communication (verbal and written) and interpersonal skills.
  • Exceptional attention to detail, efficient and organized. Proactive and takes initiative.
  • Ability to work well independently and collaboratively within a team environment.
  • Ability to work in a high-pressure environment.
  • Flexibility to occasionally work overtime.

APPLICATIONS

Please address your resume and cover letter, stating your salary expectations to Firm Admin Recruiting (firmadminrecruiting@torys.com).

We thank all applicants for their interest in Torys LLP; however only candidates selected for an interview will be contacted.

At Torys we are committed to diversity in the recruitment, retention and advancement of our people. We believe that diversity of backgrounds, experiences and perspectives enhances the quality of our work and enriches our lives. We are committed to fostering an inclusive and accessible work environment. Accommodations are available for applicants with disabilities. If you require accommodation at any time during the recruitment process, please contact Jenny Tavares, Senior Manager, Human Resources.

Senior Manager, Legal Support (Toronto)

POSITION OVERVIEW

The Senior Manager, Legal Support is responsible for the effective delivery of legal support services provided to the Toronto legal professionals.

KEY ACCOUNTABILITIES

Attraction, Retention & Development

  • Working closely with Human Resources, participate in recruiting all legal support positions. Interview candidates to assess fit and suitability and make all final hiring decisions. Work closely with Human Resources, Learning & Development, and the Floor/Off Hours Leaders to successfully onboard and integrate new hires into the firm.
  • Work with the Floor/Off Hours Leaders to assess the skills and capabilities of the legal support team on an ongoing basis to determine any training and development needs. Partner with the Learning & Development team to create development plans including internal and external training as appropriate.
  • Identify the career aspirations for all assistants and seek out opportunities to utilize strengths to promote engagement and career development opportunities.

Service Standards and Performance Management

  • Work with the Director, Human Resources to continuously assess and evolve the legal support model to meet the changing needs of the legal professionals and the firm overall. Work closely with the Floor Leaders to understand the individual support requirements of each legal professional and incorporate these requirements into the service level standards for their legal support.
  • Oversee the performance review process for all legal support. Provide guidance to Floor/Off Hours Leaders in the collection of performance feedback from legal professionals and assist with the drafting of performance review messages for legal support team. Working with the Floor/Off Hours Leaders, calibrate performance and participate in the delivery of review messages.
  • Work closely with Human Resources and Floor/Off Hours Leaders to create action plans to address any performance concerns, as required.
  • Assess current processes, workflow and technology, and make recommendations to improve efficiency and effectiveness of support provided. Work closely with the Floor/Off Hours Leaders and other departments to advocate for changes and continuous improvement initiatives to enhance the day-to-day work productivity of legal support professionals.
  • Maintain awareness and keep abreast of changes in the legal industry to ensure we are keeping pace with industry-specific trends.

Work Allocation, Budgeting & Reporting

  • Work closely with Floor/Off Hours Leaders to manage and assess workload, work distribution, and ratios within their teams; provide guidance and support to address any issues and/or inefficiencies, adjusting the service model as necessary.
  • Develop the annual legal support expense budget and manage expenses within the approved budget limits.  Provide monthly reporting and analysis of key performance metrics such as overtime, utilization, share ratios. Make recommendations for change where needed.

Team Engagement

  • Build strong working relationships with legal professionals, the Floor/Off Hours Leaders, legal support team, and other stakeholders throughout the firm.
  • Working with the Floor/Off Hours Leaders, motivate legal support team to do their best work. Work collaboratively to address obstacles impacting peak performance, and brainstorm to find opportunities to improve the support provided to the legal professionals.
  • Work closely with Human Resources and the Floor/Off Hours Leaders to address any employee relations issues. Deal with interpersonal issues sensitively through open communication and shared problem-solving.
  • Provide direction, coaching, and development support to the Floor/Off Hours Leaders to ensure they are engaged, capable, and meeting the expected service standards.

Other

  • Act as the Business Continuity Coordinator for the legal support team should the firm enact their Business Continuity Plan. Implement, communicate, and coordinate the plan to ensure the continued delivery of legal support services.
  • Participate in projects and initiatives as required.

ATTRIBUTES & EXPERIENCE

  • Post-secondary degree/diploma (within Human Resources preferred).
  • 8 to 10 years of experience as a supervisor or manager, preferably within a professional services firm. • Proficient in MS Office product suite.
  • Experience coordinating multiple teams, overseeing projects, and coaching people.
  • Strong interpersonal skills, with a proven ability to establish and build trust-based working relationships.
  • Natural ability to establish, lead, and be a role model for healthy team dynamics such as supportive collaboration, inclusive communication, joint problem-solving, and conflict resolution.
  • Track record of challenging the status quo to make things better, improving ways of working, and delivering service in a more efficient and effective way.
  • Excellent communication skills (written and oral); ability to interact effectively with individuals at all levels within the organization with tact and diplomacy.
  • Sound judgment including the ability to deal with confidential information with utmost discretion.
  • Exceptional client service skills with a proven track record of ‘going above and beyond’ to service clients.
  • Strong organizational, attention to detail, and time management skills to effectively prioritize and meet deadlines in a high-pressure environment.
  • Ability to work overtime to meet client demands when required.

APPLICATIONS

Please address your resume and cover letter, stating your salary expectations to Firm Admin Recruiting (firmadminrecruiting@torys.com).

We thank all applicants for their interest in Torys LLP; however only candidates selected for an interview will be contacted.

At Torys we are committed to diversity in the recruitment, retention and advancement of our people. We believe that diversity of backgrounds, experiences and perspectives enhances the quality of our work and enriches our lives. We are committed to fostering an inclusive and accessible work environment. Accommodations are available for applicants with disabilities. If you require accommodation at any time during the recruitment process, please contact Jenny Tavares, Senior Manager, Human Resources.

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At Torys, you will enjoy an exciting, fast-paced work environment and a supportive, collegial and team-based culture. We take pride in our ability to attract and retain individuals who excel in their respective fields.

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