Practice Assistant, Corporate & Capital Markets

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The Practice Assistant will be expected to act as a 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 takes an active interest in, and obtains a thorough understanding of, all aspects of client requirements to provide exceptional service levels to the lawyers and our clients.

• Arrange/perform photocopying, printing, scanning and faxing, and review material prior to delivery, such as to court, counsel and clients
• Arrange for files to be opened and closed, supervise general filing requirements and record keeping
• 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
• Perform administrative activities related to lawyer’s professional memberships, certifications and Law Society of Alberta requirements
• As required, manage calendars, ensuring they are up to date and reminding lawyers of meetings on a daily basis
• As required, arrange meetings, book conference rooms, refreshments, check rooms prior to meetings etc. and liaise with other attendees, both internal and external
• Make travel arrangements as/when instructed

Communication

• Manage internal and external telephone queries, responding as appropriate and/or ensuring that all messages are passed on in a timely manner
• Monitor mail and e-mails, 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 departments on behalf of lawyers as required
• Liaise with the department’s Team Leader and/or the Manager, Legal Service Delivery on any planned absences, arranging coverage as necessary and communicating this to the relevant lawyers

Client relationship management

• Become an active part of the care of clients and be wholly familiar with contacts/clients
• Ensure the entry, maintenance and update of client details and relevant information in the Firm’s CRM contacts system
• Address basic client queries and general administration
• Arrange client meetings

Document production

• Basic drafts/edits of documents in Word, Excel, Power Point
• As required, arrange and review material prepared by Document Specialist for accuracy and completeness prior to lawyer’s review, and arrange/perform corrections as necessary
• Ensure documents in final form are saved electronically

Financial - Billing

• Arrange opening/closing of client matters in accounting system, arrange updates, and coordinate changes with clients
• Liaise with lawyer and billing coordinator to prepare accounts on a regular basis, including reviewing draft bills online, arranging/performing edits and delivery. Arrange for revisions to accounts and coordinate with clients as necessary
• Liaise with lawyer, clients and Client Services department to collect on overdue accounts
• Assist lawyers in the billing and credit control process by liaising with the lawyer and accounts and to produce standard prebill financial/time reports through the system
• Request cheques, bank transfers and paying in money received, as appropriate

Financial

• Co…