Practice Assistant, Corporate & Capital Markets

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• 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
• Document production Basic drafts/edits of documents in Word, Excel, PowerPoint 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

• 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
• Coordinate and process vendor payments, ensure payments are made

• In addition to providing support to the lawyer(s) to whom they are assigned, a Practice Assistant will also provide assistance to their immediate colleagues in the department and, where practical, other departments.
• Team duties will include assisting other members of the firm, both proactively and at the request of the Team Leader and/or Manager, Legal Service Delivery, and any other duties as requested by the Lawyers or Team Leader and/or Manager, Legal Service Delivery

The Practice Assistant is responsible for ensuring that their skill set is up to date and they are familiar with the firm’s departments, key personnel, clients, internal systems and procedures. This will ensure that the Practice Assistant is able to carry out their role effectively.

In addition to this, we are seeking candidates with:

• 5+ years of diverse legal support experience in Corporate law
• Accurate typing speed of 60 words per minute
• Advanced knowledge of Microsoft Word, Outlook, Excel, PowerPoint, research tools and other systems implemented by the firm
• iManage experience considered an asset
• Excellent telephone manner and competent knowledge of telephone system
• Top notch communication, organizational and team skills
• Excellent attention to detail
• Adaptability and dependability, and the ability to think ahead and take initiative
• Ability to remain calm, diplomatic and think quickly under pressure
• Confidence and…