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.

Key Responsibilities   Administrative    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
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