Position Overview

We are currently seeking an ambitious, self-driven Support Clerk to join our team in Calgary. The ideal candidate will be a confident, proactive, detailed oriented team player who possesses excellent organizational skills. Working with our team of law clerks, lawyers and articling students, it is expected that the candidate will be able to manage a high volume of work with tight turnaround times during and outside business hours and will be called upon to draft, review and analyze corporate documents, and assist with transactions. 

Key Accountabilities

• Update and maintain minute book information in the corporate database (MinuteBox):
  • process customer and account source documents by reviewing data for deficiencies; resolving discrepancies or escalate incomplete documents to the principal (lawyer or law clerk) for resolution.
  • maintain data entry requirements by following data program protocol and procedures.
• Update and maintain minute books documentation.
• Review, proofread and quality check documents to ensure compliance with procedures and protocols.
• Maintain and organize files to ensure they are easily retrievable by principals, file/scan all paper or electronic correspondence/records into the firm’s document management system.
• Maintain and update the tickler system (i.e., due dates and renewal dates).
• Answering general questions regarding
  • the locating of minute books
  • which law clerk is responsible for each company
• Scanning and uploading documents into the corporate database.
• Drafting and printing of share certificates.
• Generating share, director and officer registers and shareholder transfer ledgers (subject to accurate documentation being included in the minute books).
• Participate in projects and initiatives as assigned.

Attributes & Experience

• Successful completion (or in process of completion) of a paralegal course, or a legal assistant certificate/diploma (or equivalent) offered by a recognized educational institution would be considered an asset.
• Superior attention to detail and excellent judgment and decision-making skills
• Strong initiative and excellent organizational, project management and leadership skills
• Excellent interpersonal skills and the ability to work well within a team
• Excellent time management skills and the ability to handle multiple priorities in a busy practice
• Ability to communicate effectively both orally and in writing
• Ability to work well independently and collaboratively within a team environment.
• Flexibility to occasionally work overtime.

How to Apply:

Please address your resume and cover letter, stating your salary expectations to Rachel Lai, Manager, Legal Support and Student Programs ([email protected]).

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 Rachel Lai, Manager, Legal Support and Student Programs ([email protected]).

Position Overview

We are currently seeking a junior patent agent to join our dynamic and fast paced practice in Toronto. The ideal candidate will have two to three years of experience as a technical consultant or agent at an intellectual property law firm or IP group in a law firm. The role is best suited to an individual who thrives in a fast-paced environment. You will frequently be required to manage competing priorities and to work under tight timelines. You must also be willing to learn and develop and have a strong sense of initiative and personal accountability. You must have excellent judgment, attention to detail, organizational skills, and superior communication skills. We also offer a hybrid working model and the option to work from home on average 2 to 3 days per week.

Skill & Experience

• At least two years’ experience as a patent agent or technical consultant, including exposure to some or all of the following:
  • drafting, filing and prosecuting patent applications, and advising on validity, patentability, freedom-to-operate and infringement of intellectual property rights
  • research experience in one or more areas of botany, biotechnology, plant genetic engineering, cellular and molecular biology, stem cell technologies, cell and gene therapies
  • experience working directly with clients and counselling them on strategies for building and aligning their patent portfolios with business objectives and developing strong in-house processes to stimulate and capture innovation
• Perform IP due diligence with respect to third party licensing and acquisition projects
• Understands the “bigger picture” and analyzes problems thoroughly
• Evaluate and improve the department’s systems and procedures
• Strong written, oral and communication skills
• Applies business, biology and science skills to provide practical solutions to client’s issuesMust be a registered Patent Agent  

How to Apply:

Interested candidates should forward their resume in confidence to Kimberly Sheldrake-Head, Director, Professional Resources at [email protected].

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 immediate accommodation at any time during the recruitment process, please contact Kim Sheldrake-Head.

Position Overview

The Marketing Technology Coordinator acts as a subject matter expert for the firm’s Client Relationship Management (CRM) offerings, including ensuring best practices for data entry, reporting, and data quality standards.

Key Accountabilities

• Perform system administrative responsibilities for the firm’s client relationship management system (InterAction), including day-to-day monitoring and upkeep. 
• Responsible for maintaining data integrity and responding to inquiries for InterAction.
• Provide internal stakeholders (legal assistants, lawyers and business services departments) with accurate contact lists for collaborative business development, mailings, marketing campaigns, seminars and other firm events.
• Responsible for creating, updating and maintaining firm personnel information in InterAction and maintaining all user accounts in the backend.
• Coordinate webinar lists between the webinar platform (Zoom) and InterAction including importing lists and sending out invitations and follow-up emails through eMarketing platform (Concep).
• Assist with the creation of relationship maps for clients in support of client development initiatives.
• Provide analytics for specific projects.
• Under the direction of the Senior Manager, Marketing Technology, assist with ad hoc projects.
• Support the department with projects and initiatives.

Attributes & Experience

• Post-secondary degree or diploma in Marketing or Technology, or equivalent experience to successfully complete the essential requirements of the role.
• 3 years of experience administering a CRM system; experience within a professional services environment would be an asset.
• Experience working with Marketing Automation.
• Strong knowledge of InterAction CRM and  Concep e-Marketing platform would be an asset.
• Proficient in MS Office, in particular Excel and Word, as well as knowledge of HTML formatting.
• Proven ability to be resourceful and independently identify and source out missing information.
• Strong client service orientation combined with the ability to manage multiple client needs at the same time.
• Excellent attention to detail.
• Excellent communication skills (verbal and written) with the ability to interact with individuals at all levels within the organization.
• Strong interpersonal skills with the ability to work well both independently and collaboratively within a team environment.
• Strong organizational and time management skills to effectively prioritize and meet deadlines with minimal supervision.
• Strong analytical and problem-solving skills.
• Sound judgment including the ability to deal with confidential information with utmost discretion.
• Determined with a can-do, hands on approach.

How to Apply:

Please address your resume and cover letter, stating your salary expectations to Firm Admin Recruiting ([email protected]).

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 Sueanne Pham, HR Business Partner.

Position Overview

The Billing/Credit Assistant is responsible for coordinating with assigned partners to complete the full billing cycle for multi-client and multi-matter accounts.

Key Accountabilities

• Process accounts in accounting system including edits, transfers, write offs, trust transfers, and amend Word documents as required.  
• Upload accounts to third-party vendors using ebilling technology (E-hub), including resolving rejection issues, providing budget information, and contacting clients to resolve ebilling issues.
• Regular contact with billing partners regarding client Work in Progress (WIP) and receivables.
• Follow up with clients to collect on outstanding receivables (telephone calls, drafting letters, emails, etc.)
• Proactively deal with issues and determine when further escalation is required.
• Work on billing and collection targets to meet monthly goals.
• Respond to client, lawyer, and management inquiries regarding WIP and receivables. Provide assistance and support, as required, to ensure the accurate processing and timely collection of accounts.
• Prepare (WIP) and Receivable reports for management review.

Attributes & Experience

• Post-secondary degree or diploma in Accounting or a related field, or equivalent experience to successfully complete the essential requirements of the role.
• 3 years’ billing and collections experience, preferably within a professional services firm. 
• Proficient in MS Office product suite, time entry, and related accounting systems. Ebilling experience would be considered an asset.
• Strong client service orientation combined with the ability to manage multiple client needs at the same time.
• Excellent organizational and time management skills to effectively prioritize and meet deadlines with minimal supervision.
• Exceptional attention to detail.
• Excellent communication skills (verbal and written) with the ability to interact with individuals at all levels within the organization.
• Strong interpersonal skills with the ability to work well both independently and collaboratively within a team environment.
• Sound judgment including the ability to deal with confidential information with utmost discretion.
• Flexibility to work overtime when necessary (i.e. month-end, year-end).

How to Apply:

Please address your resume and cover letter, stating your salary expectations to Firm Admin Recruiting ([email protected]).

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 Sajida Nurgat, HR Business Partner.

Position Overview

The Client Accounts Assistant is responsible for managing the day-to-day collections operations and improving the timeliness of payments of outstanding accounts for the firm.  

Key Accountabilities

• Build client relationships, respond to queries, resolve issues and obtain payment commitments.
• Develop strong working relationships with lawyers to provide support for all collection related needs.
• Communicate regularly with clients to ensure payment timelines are met. If delayed, work with lawyers and clients to find an alternate solution.
• Mitigate credit risk by identifying delayed payments and bringing the items to the attention of the Manager.
• Reduce the firm’s exposure by meeting targets to reduce outstanding account receivables.
• Work closely with billing representatives to ensure appropriate collections follow-up.   
• Work closely with the Accounts Receivable team to research and monitor overpayments /duplicate payments; assist with processing client refunds when applicable.
• Provide appropriate tax forms as required.
• Maintain collection calendar to track progress and next follow up dates.
• Review and analyze outstanding client balances and prepare account receivable reconciliations.
• Participate in special projects and initiatives.

Attributes & Experience

• Post-secondary degree or diploma in Accounting or Business Management or equivalent experience to successfully complete the essential requirements of the role.
• 2-3 years related experience, preferably within a professional services firm.  
• Proficient in MS Office product suite.
• Experience with 3E Financial Systems and/or related accounting systems would be an asset.
• Strong client service orientation combined with the ability to manage multiple client needs at the same time.
• Strong communication skills (verbal and written) with the ability to interact with individuals at all levels within the organization.
• Excellent interpersonal skills with the ability to work well both independently and collaboratively within a team environment.
• Strong organizational and time management skills to effectively prioritize and meet deadlines with minimal supervision.
• Sound judgment including the ability to deal with confidential information with utmost discretion.
• Exceptional attention to detail.
• Ability to establish relationships and build trust with stakeholders.
• Results-oriented, self-directed individual. 
• Strong aptitude for utilizing technology in improving speed, accuracy and efficiency of a process. 
• Flexibility to work overtime when necessary (i.e. month-end, year-end).

How to Apply:

Please address your resume and cover letter, stating your salary expectations to Firm Admin Recruiting ([email protected]).

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 Sajida Nurgat, HR Business Partner.

Position Overview

The Coordinator, Payroll is responsible for administering payroll across all offices (Toronto, Calgary, Montreal, Halifax, and New York), ensuring compliance with legislative, regulatory, and internal requirements.

Key Accountabilities

• Act as subject matter expert and respond to general questions related to payroll.
• Process full cycle biweekly, monthly, and quarterly payrolls across multiple jurisdictions (Canada & U.S.) (e.g., changes relating to new hires, terminations, salary increases, leave of absences, promotions, and transfers, etc.).
• Audit biweekly, monthly and quarterly payrolls.
• Balance and remit statutory withholdings, contributions to retirement plans, HSA, United Way, and wage attachments/garnishments.
• Prepare payroll journal entries and reconcile related general ledger accounts.
• Issue ROEs to Service Canada.
• Reconcile and produce year end tax slips (e.g., T4s and W2s).
• Work with Manager to identify any current inefficiencies, best practices and make recommendations for improvements. 
• Develop and run payroll reports utilizing UKG Pro and BI. 
• Research and monitor legislative changes that impact payroll, and update processes to ensure compliance.
• Participate in internal and external payroll audits.
• Provide backup support to team members during high peak times (vacation and absences). 
• Participate in projects and initiatives as required.

Attributes & Experience

• National Payroll Institute (NPI) PCP designation or other equivalent designation.   
• 2 years of payroll administration experience.
• Experience with UKG Pro is an asset.
• Proficient in MS Office product suite.
• Strong client service orientation combined with the ability to manage multiple needs at the same time.
• Excellent communication skills (verbal and written) with the ability to interact with individuals at all levels within the organization.
• Strong time management skills to effectively prioritize and meet deadlines with minimal supervision.
• Exceptional attention to detail, efficient and organized.
• Strong interpersonal skills with the ability to work well both independently and collaboratively within a team environment.
• Sound judgment including the ability to deal with confidential information with utmost discretion.
• A flexible and positive attitude.
• Bilingual (French/English) is an asset.

How to Apply:

Please address your resume and cover letter, stating your salary expectations to Firm Admin Recruiting ([email protected]).

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, Director, Human Resources.

Position Overview

Torys LLP is seeking a Practice Counsel to be part of our Knowledge and Innovation team and work directly with our capital markets and M&A practice groups. The successful candidate will report directly to the Chief Knowledge & Innovation Officer.

Key Accountabilities

• Stay on top of proposed rule changes, recent developments and trends in capital markets and M&A, and provide timely updates to practitioners.
• Develop and manage our capital markets and M&A internal resources.
• Create legal content for our internal practice pages and external website.
• Author publications to clients.
• Teach in our corporate CLE program.
• Respond to daily questions from our practitioners.
• Support client and business development initiatives.

Skills & Experience

• An LLB or JD degree with an excellent academic record from a reputable law school. Must be in good standing with the Law Society of Ontario.
• Membership in the New York State Bar Association would be an asset.
• 6 years of transactional practice experience in a major Canadian business law firm and/or a relevant in-house legal role and/or relevant work experience with a regulator (stock exchange or securities commission).
• Excellent client service orientation combined with the ability to manage multiple critical client needs.
• Strong drafting and substantive technical legal skills.
• A high level of comfort with legal technology and willing to develop new technology proficiencies.
• Strong interpersonal skills with the ability to work well independently and collaboratively within a team environment.
• Excellent public speaking skills and an ability to communicate effectively (written and verbal) to a broad range of audiences, including senior management, partners, and clients.
• Strong leadership, collaboration, and consultation skills.
• Proven ability to establish and build trust-based working relationships with stakeholders and team members at all levels.
• A pro-active and enthusiastic attitude.
• Excellent project management skills and a demonstrated ability to prioritize and manage complex projects.
• An ability to train/guide users in their use of evolving information sources.
• Evidence of a collaborative and inclusive working style.
• A desire to develop an understanding of the firm and its knowledge sharing needs.

How to Apply:

Interested candidates should forward their resume in confidence to Firm Admin Recruiting at [email protected].

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 environment. Accommodations are available for applicants with disabilities. If you require accommodation at any time during the recruitment process, please contact Jenny Tavares, Director, Human Resources.

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 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.

How to Apply:

Please address your resume and cover letter, stating your salary expectations to Firm Admin Recruiting ([email protected]).

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, Director, Human Resources.

Position Overview

Supporting a team of Patent Prosecution principals in the Intellectual Property (IP) department, the Legal Practice Assistant is responsible for managing the administrative side of their practices.

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 (FogBugz) 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 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 of Patent Prosecution experience, preferably within a law firm or professional services firm.
• Experience with Improtech or other Intellectual Property systems is desired.
• 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.

How to Apply:

Please address your resume and cover letter, stating your salary expectations to Firm Admin Recruiting ([email protected]).

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, Director, Human Resources.

Position Overview

The Support Assistant is responsible for providing routine administrative support to legal assistants and principals across the Toronto office (including visiting lawyers). Please note the working hours for this position are Monday to Friday; 5 p.m. to 12 a.m.    

Key Accountabilities

• Responsible for coding, bookmarking, quality-checking, organizing, printing and scanning documents (i.e. download jobs from email or data sites, size, reproduce, sort, collate and finish). 
• Complete a high volume of work accurately. 
• Assist with electronic filing as per legal assistant/principal instructions and firm/practice group guidelines. 
• Provide routine support to visiting lawyers which includes:
  • ensuring office supplies (pens, pencils, highlighters, paper, etc.) are available and equipment (computer, phone and printer) is in working order;
  • ensuring principals know who to contact for document support during and after hours; and
  • liaising with visiting lawyer’s assistant to coordinate and confirm travel arrangements and requirements upon arrival.
• Prepare binders (i.e. Cerlox), closing folders and closing books. 
• Work cooperatively with others in their team/quad in scheduling vacation, breaks/lunches and absenteeism time to ensure assistants/principals are well supported.
• Assist with ad hoc duties as required (e.g. data entry).

Attributes & Experience

• 1 year related experience, preferably within a professional services firm (including working with photocopiers, scanners and binding equipment).
• Strong working knowledge of MS Office product suite, and PDF creator and editor software programs such as Adobe Acrobat or Nuance Power PDF.
• Experience using an electronic document management system would be an asset.
• Strong client service orientation combined with the ability to manage multiple client needs at the same time.
• Excellent organizational skills with the ability to plan, prioritize and manage time effectively. 
• Ability to work well independently and collaboratively within a team environment.
• Excellent communication (verbal and written) and interpersonal skills.
• Exceptional attention to detail. 
• Ability to follow instructions and standard work processes to perform routine tasks.
• Ability to quickly adapt and learn new technology.

How to Apply:

Please address your resume and cover letter, stating your salary expectations to Firm Admin Recruiting ([email protected]).

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, Director, Human Resources.

Position Overview

The Legal Practice Assistant (Litigation) 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 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.

How to Apply:

Please address your resume and cover letter, stating your salary expectations to Firm Admin Recruiting ([email protected]).

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, Director, Human Resources.

Position Overview

The Document Specialist is responsible for providing firm-wide document production support at an advanced to expert level using Microsoft Office products, department-specific software and other tools to complete work requests, such as revisions, comparisons, formatting, proofing, document conversions, troubleshooting, and document stabilization.

Key Accountabilities

• Manage and respond to document production requests, communicating expectations to complete the work in an efficient, accurate and timely manner, this includes managing requests with restricted access.
• Provide document processing services for requests received via the request management service that may take the form of email instructions, markups, notes, digital dictation, or voicemail; proofread and a quality-check of the work for appropriate formatting, spelling, and clarity (excluding legal language).
• Create or edit various documents of different file types, through copy-typing, transcription, scanning, converting, or other methods. The work includes integrating markups; use and management of tracked changes and comments; formatting; cleaning and stabilization of documents; cross-referencing; managing references; indexing; creating tables, graphs, charts, and objects; performing mail merges; making a fillable document form; adding or removing security features from a document; and splitting or combining documents.
• Troubleshoot documents (including up to an advanced technical level) to identify and fix issues preventing proper use.
• Convert and format various file types to different file types (e.g., Word, Excel, PDF), ensuring the converted content is legible, complete, and formatted as requested.
• Prepare blacklines of documents, workbooks, PDFs or presentations and troubleshoot to obtain the most useful result using the most efficient programs, processes, and formatting strategies.
• Create or edit PDFs from various source documents or websites; revise PDFs; create links or hyperlinks; create table of contents; reduce the file size; add or remove security features; make a PDF form fillable; compile, combine, or split PDFs.
• Prepare or edit presentations, charts, workflows or timelines in PowerPoint or Visio.
• Create or edit Excel workbooks from various source documents, including entering and editing data; revising workbooks or worksheets; creating, editing, and troubleshooting formulas and formatting; formatting worksheets and workbooks for optimal viewing or printing; and preparing and revising pivot tables.
• Manage documents on or send documents from the document management system or ShareFile as needed. This includes uploading documents or versions, managing document properties, and searching for documents.
• Provide Litigation Trial support, such as preparing or revising trial documents according to standards, needs, and instructions.
• Assist with Corporate Data Room Index Updates, Marketing Quarterly presentation table/chart production, and administrative work as needed.
• Liaise and work closely with Legal Practice Assistants, and Support Assistants, as appropriate, to ensure tasks are completed within a timely manner. This includes organizing printing, scanning and delivery support, and redirecting incoming faxes.
• Work cooperatively with others in the team to schedule vacation, breaks, lunches, and absenteeism time to ensure the firm is well supported.
• Respond promptly to requests and work collaboratively with other departments and members of the firm.
• Participate in projects and initiatives as assigned.

Attributes & Experience

• Legal Assistant diploma or post-secondary degree/diploma in Office Administration (or equivalent experience) is required.
• 5+ years’ related experience, preferably within a legal professional services firm.
• Expert in MS Office product suite.
• MOS Certification would be an asset but is not required.
• VBA programming knowledge would be an asset but is not required.
• Excellent organizational and time management skills to effectively prioritize and meet deadlines with minimal supervision.
• Good working knowledge of legal terms, documents, and procedures including exceptional attention to detail and proofing abilities.
• Excellent communication skills (verbal and written) with the ability to interact with individuals at all levels within the organization.
• Strong client service orientation combined with the ability to manage multiple client needs at the same time.
• Seeks to improve and grow their knowledge. Looks for and suggests improvement of processes, and is open to new processes and adequately evaluates them.
• Proactive and takes initiative, while knowing when to question and when to simply proceed. Knows who to get involved when problems arise or decisions need to be made.
• Collaborates well with others, offers support and assistance and seeks same as needed. Demonstrates respect and maintains equanimity in difficult or challenging situations.
• Gets involved with projects and participates in managing the whole or their assigned parts.
• Ability to work in a high-pressure environment.
• Flexibility to occasionally work overtime.

How to Apply:

Please address your resume and cover letter, stating your salary expectations to Firm Admin Recruiting ([email protected]).

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, Director, Human Resources.