Legal Administrative Assistant

Who we are

Founded in 2012, Arbitration Place is a premier Arbitral Centre with world-class facilities in Toronto and Ottawa and cutting-edge technology enabling excellence in virtual case proceedings. With a formidable roster of over 30 Arbitrators including many of Canada's leading domestic and international lawyers and mediators, including former Chief Justice of Canada and Supreme Court Justices, as well as prominent international attorneys, we are ranked seventh in the world of leading arbitration.

Arbitration Place Virtual (APV), our virtual case management service, is a fully customizable dispute resolution service through a secure eHearing format. We use advanced video-conferencing software and communications hardware to facilitate a stable and seamless connection that authorized participants log into from wherever they are located. APV can be used for any type of real-time dispute resolution proceeding, including arbitrations, mediations, motions and procedural conferences, examinations-for-discovery, settlement conferences, and court litigation.

The opportunity

We are hiring a Legal Administrative Assistant to join our expanding legal department. Working under the guidance of the General Council, Director of Operations and various arbitrators, you will provide administrative assistance to the arbitrators and legal team to which you are assigned. You will also have the opportunity to work collaboratively with many other team members, and provide back up assistance and support to other arbitrators within the business.

This role is critical to our success as you will help to ensure that our day to day operations are running smoothly. As our new Legal Administrative Assistant, you will wear multiple hats, and help with everything from calendar management and invoicing, to handling client phone calls, emails or any last minute requests that may arise. You will also:

• Prepare and process correspondence and legal documents based on the asks of the specific arbitrator.
• Multitask between several administrative duties including scheduling, meeting coordination, preparing bills, handling expense reports, and scheduling all arbitrations and mediations.
• Ensure all physical and electronic filings are well organized and up to date on a regular basis.
• Need to be flexible and provide back up coverage during the absence of any other Practice Managers on our team. You will also need to be prepared to take on any last minute or ad hoc requests as they are assigned to you.

What's in it for you

Exposure and skills development. You will be joining a company who is reshaping the future of dispute resolution. This is an opportunity to gain experience within a legal department and learn from a variety of avenues. There is the potential to carve out a path for yourself and grow your skills in the direction you want.

Growth and development. We are scaling our operations quickly to meet the growing demand for arbitration. We are growing globally and innovating rapidly. You will have the opportunity to grow with us gaining valuable skills and experience along the way.

Impact. The work we do is extremely important and the skills you bring to the table will ultimately impact our operations and help our business to grow. Your bookkeeping and organizational skills will ensure the team stays on tops of all critical meetings and requirements.

What you bring to the table:

• The education and legal knowledge. You have proven law experience and 3+ years of experience as a Legal Assistant in a law firm or as a Legal Secretary.
• The multitasking and time management skills. You can confidently manage calendars, administrative requests, QuickBooks, docketing software (ex: toggle, clio), and Outlook. You are comfortable with the requirements needed to work remotely including knowledge for operating Zoom, and both attending and scheduling virtual calls and meetings. You have impeccable organizational and time management skills. You can adjust your schedule and routine to allow for multitasking and any last minute or unscheduled requests.
• The business acumen. You have outstanding communication skills, both written and oral. You are comfortable with legal terminology required when communicating with lawyers, judges and pertaining to legal proceedings. You are client-facing and work well under pressure. When issues arise, and they will, you can be calm, collected and resourceful. You can figure things out on your own and have an open mind when taking on new tasks.
• The flexibility and Initiative. You are accustomed to being proactive and navigating the unknown in a very fast-paced environment. You are comfortable with chaos and can move things along to work around this and instill order in these environments. You can quickly adapt to changing situations and timelines and you can prioritize your tasks.

This opportunity starts at about 16-20 hours a week with the potential to increase.

Join us

Interested in applying but not sure you meet all of the qualifications? At Arbitration Place, we understand that not everyone gains their experience the same way. If you feel you have 70% of what we are looking for, we encourage you to apply. We promise to consider your application.

Arbitration Place is a respectful and inclusive workplace. We are committed to championing accessibility, diversity, and equal opportunity and welcome and encourage applications from people with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the selection process.