Gowling WLG
Hamilton, Ontario, Canada
About Gowling WLG
At Gowling WLG, our dedication to excellence and quality service begins with our people. As a global law firm with offices across Canada, the U.K., Europe, the Middle East and Asia, we pride ourselves on sourcing and retaining top talent who bring energy, passion and commitment to the delivery of outstanding client service.
When it comes to diversity, we not only accept it — we celebrate it, support it and thrive on it. To create an engaging and rewarding place to work, we seek to attract talented people from a diverse range of backgrounds and cultures. Our aim is to help everyone reach their full potential and achieve their personal and professional goals.
Employee satisfaction is important to us. We work hard to ensure that our people are motivated, engaged and empowered. We are guided by our firm’s Core Values - The Power of Teamwork, Always Striving to be Better, We all Bring Something Different - in all that we do.
Our diverse group of legal professionals, law students, law clerks/paralegals, legal administrative assistants and business support services team work together, and are respected and valued for their individual contributions.
Profile
We are currently seeking a Legal Administrative Assistant to join the Advocacy Department, within our Hamilton office. The successful candidate will perform legal administrative duties, working in a team environment. The candidate will also bring excellent attention to detail, strong organization skills, and a genuine interest in Advocacy.
Key Responsibilities:
Organize and expedite the flow of work through the Professional’s office, initiating follow-up action.
Prepare legal documents with little or no direction according to general precedents or instructions from Professional.
Prepare letters, memos, etc. of a confidential nature, which may be drafted independently for review by supervisor or may be prepared from dictation or hard copy.
Liaise between the Professional’s various internal and external individuals, groups, and clients at all levels.
Forward or respond to routine correspondence not requiring the Professional’s attention.
Manage the bring-forward or diary system/database to ensure important dates/deadlines are met.
Prepare special reports, which may include gathering, analyzing and summarizing data.
Exercise initiative and judgment to relieve Professional of administrative detail.
Create, monitor and maintain client files for better file management and client service.
Coordinate administrative tasks e.g.: accounting; opening and closing files; docketing; billing; etc.
Any other duties as required.
Qualifications:
Ability to communicate effectively with other Firm members, with the aptitude to take care of clients’ needs in a professional and courteous manner.
Ability to use discretion when dealing with confidential information.
Capacity to work independently, as well as in a team environment.
Produce a high quality and quantity of work product, occasionally under tight timelines.
Able to prioritize and to redefine priorities when necessary.
Handle stress in a business-like manner.
Knowledge of Microsoft Office Suite.
Legal Assistant Certificate/Diploma.
8 + years as a Legal Administrative Assistant.
Gowling WLG is proud to offer equal employment opportunities.
If you have a disability or special need that requires accommodation at any time during the recruitment process, please let us know.
While we appreciate all applications received, only those candidates selected for an interview will be contacted.
About Gowling WLG
At Gowling WLG, our dedication to excellence and quality service begins with our people. As a global law firm with offices across Canada, the U.K., Europe, the Middle East and Asia, we pride ourselves on sourcing and retaining top talent who bring energy, passion and commitment to the delivery of outstanding client service.
When it comes to diversity, we not only accept it — we celebrate it, support it and thrive on it. To create an engaging and rewarding place to work, we seek to attract talented people from a diverse range of backgrounds and cultures. Our aim is to help everyone reach their full potential and achieve their personal and professional goals.
Employee satisfaction is important to us. We work hard to ensure that our people are motivated, engaged and empowered. We are guided by our firm’s Core Values - The Power of Teamwork, Always Striving to be Better, We all Bring Something Different - in all that we do.
Our diverse group of legal professionals, law students, law clerks/paralegals, legal administrative assistants and business support services team work together, and are respected and valued for their individual contributions.
Profile
We are currently seeking a Legal Administrative Assistant to join the Advocacy Department, within our Hamilton office. The successful candidate will perform legal administrative duties, working in a team environment. The candidate will also bring excellent attention to detail, strong organization skills, and a genuine interest in Advocacy.
Key Responsibilities:
Organize and expedite the flow of work through the Professional’s office, initiating follow-up action.
Prepare legal documents with little or no direction according to general precedents or instructions from Professional.
Prepare letters, memos, etc. of a confidential nature, which may be drafted independently for review by supervisor or may be prepared from dictation or hard copy.
Liaise between the Professional’s various internal and external individuals, groups, and clients at all levels.
Forward or respond to routine correspondence not requiring the Professional’s attention.
Manage the bring-forward or diary system/database to ensure important dates/deadlines are met.
Prepare special reports, which may include gathering, analyzing and summarizing data.
Exercise initiative and judgment to relieve Professional of administrative detail.
Create, monitor and maintain client files for better file management and client service.
Coordinate administrative tasks e.g.: accounting; opening and closing files; docketing; billing; etc.
Any other duties as required.
Qualifications:
Ability to communicate effectively with other Firm members, with the aptitude to take care of clients’ needs in a professional and courteous manner.
Ability to use discretion when dealing with confidential information.
Capacity to work independently, as well as in a team environment.
Produce a high quality and quantity of work product, occasionally under tight timelines.
Able to prioritize and to redefine priorities when necessary.
Handle stress in a business-like manner.
Knowledge of Microsoft Office Suite.
Legal Assistant Certificate/Diploma.
8 + years as a Legal Administrative Assistant.
Gowling WLG is proud to offer equal employment opportunities.
If you have a disability or special need that requires accommodation at any time during the recruitment process, please let us know.
While we appreciate all applications received, only those candidates selected for an interview will be contacted.
City of Hamilton
Hamilton, Ontario, Canada
About the City of Hamilton
Contribute to the City of Hamilton, one of Canada’s largest cities - home to a diverse and strong economy, an active and inclusive community, a robust cultural and dining scene, hundreds of kilometres of hiking trails and natural beauty just minutes from the downtown core, and so much more. Join our diverse team of talented and ambitious staff who embody our values of sensational service, courageous change, steadfast integrity, collective ownership and being engaged empowered employees. Help us achieve our vision of being the best place to raise a child and age successfully. #BeTheReason
JOB POSTING
JOB ID #: 17224
Legal Assistant Corporate Services Legal & Risk Managemennt Services 50 Main St. E, 4th Floor
NUMBER OF VACANCIES: All Temporary and Regular Full-Time Vacancies
UNION/NON-UNION: Non Union Management Professional
HOURS Of WORK: 35 per week
GRADE: 2 SALARY/HOUR: $30.244 - $35.374 per hour Note: See appropriate Collective Agreement or the Non Union Salary Range for details.
STATUS/LENGTH: Temporary and Regular Full-Time Vacancies Note: This is a periodic posting for all upcoming vacancies that occur from May 1, 2021 to October 31, 2021 and/or the eligibility list is exhausted. Applications are accepted up to closing date stated on this job posting.
Job Description ID #: 1958
SUMMARY OF DUTIES
Reporting to the Manager, Legal Services, provides a comprehensive range of confidential secretarial and administrative support services affecting the operations of the Division. Maintains confidentiality required at law and by the Law Society of Ontario.
GENERAL DUTIES
Provides support to management team, lawyers, law clerks in a diverse law office setting.
Prepares, composes and proof reads correspondence and reports on a variety of confidential and routine matters. Drafts replies on non-routine matters for consideration and signature.
Prepares various legal documents and forms including briefs, Notice of Intent to Defend, Notice of Examinations, Affidavit of Documents.
Maintains a “tickler system” and ensures matters are recorded and brought forward for appropriate deadlines and to ensure that strict limitation periods are met. Ensures deadlines are adhered to and established procedures followed.
Maintains assigned portion of departmental file system by opening, closing and making arrangements for disposition (destruction based on retention period) and off-site storage.
Takes minutes of meetings. Performs transcription as required.
Schedules Examinations for Discovery and arranges meetings including preparation and distribution of agendas and other materials, booking meeting rooms, arranging set up of presentation equipment and food/beverages as required, and informing participants of same. Co-ordinate and arrange all travel, conference and course arrangements, and follows up as appropriate.
Inputs and retrieves data and generates reports from computer based information systems (i.e. LegalCM, ACL, employee training history and outside counsel invoices).
Sorts and distributes incoming and outgoing communications including correspondence and facsimile ensuring urgent matters are suitably expedited. Arranges courier pick up and delivery for packages.
Responsible for ensuring customer services function for the division including answering phones, responding to inquiries, receiving and announcing visitors.
Ensures timely processing of cheque requisitions, expense claims and prepares invoices for payment.
Responds to inquiries and liaises with other departments, government agencies, outside agencies, legal professionals, consultants, Council members and the public.
Assists other Legal Assistants with overflow work.
Works in accordance with the provisions of applicable Health and Safety legislation and all City of Hamilton corporate and departmental policies and procedures related to Occupational Health and Safety.
Performs other duties as assigned which are directly related to the major responsibilities of the job.
QUALIFICATIONS
Proven knowledge of legal secretary practices and procedures normally acquired by attaining a diploma in a Legal Secretarial course or an equivalent combination of education and work related experience.
Previous experience working in a legal environment.
Knowledge of the Ontario Civil Practice Rules of Civil Procedure, Federal Court Rules and Supreme Court of Canada Rules.
Ability and willingness to work congenially with multiple lawyers and law clerks and to become familiar with their practices.
Ability and willingness to assist with special projects as required advancing the goals and objectives of the Division.
Ability to communicate in a professional manner with staff, clients and legal professionals.
Strong time management, multi-tasking and organizational skills.
A team player with excellent interpersonal skills.
Ability to work independently by following instructions with minimal supervision, taking initiative and meeting tight deadlines.
Proficient in a computerized environment (i.e. Microsoft Outlook, Word, Excel and PowerPoint). Create and maintain tracking systems for training, invoices, off-site closed file storage and attendance. Demonstrated knowledge and ability to troubleshoot office equipment and act as department lead for IS related matters (i.e. webcasts, desktops, laptops, printers, projectors and fax).
Demonstrated ability to communicate effectively both verbally and in writing. Must demonstrate proficiency in Business English.
Working knowledge of general accounting principles in order to monitor accounts, maintain routine financial records and calculate invoices.
Ability to use general office equipment including telephone, dictaphone, transcription machine, printer, scanner, facsimile, calculator, binding machine and shredder.
Disclaimer:
Be advised that Human Resources frequently audits resumes of internal/external applicants to ensure/validate information provided is consistent and trustworthy. Falsification of information provided at any time throughout the recruitment process may be grounds for disqualification, and for internal applicants, subject to discipline up to and including termination.
Terms:
The City is an equal opportunity employer that is committed to inclusive, barrier-free recruitment and selection processes. Consistent with our Values and Corporate Culture Pillars, the City of Hamilton is committed to providing equitable treatment to all with respect to barrier-free employment and accommodation without discrimination. The City will provide accommodation for applicants in all aspects of the hiring process, up to the point of undue hardship. If you have an accommodation need, please contact Human Resources as soon as possible to make appropriate arrangements.
We invite you to visit the departmental webpage to obtain further information on the culture and business of this department.
The incumbent shall comply with all Health and Safety Policies and Practices for this position and the workplace.
It is the responsibility of the applicants to ensure that their application reaches Human Resources by the closing date or they may not be considered. It is also the responsibility of applicants to supply qualifications, licences and related experience relevant to the qualifications outlined above for this competition as directed. On the basis of the criteria set out above, this posting is open to all applicants
The statements made by me are true, complete and correct to the best of my knowledge. I understand that any falsification of statements, misrepresentations, deliberate omission or concealment of information may be considered just cause for discipline, up to and including termination for internal applicants and disqualification for external applicants.
City of Hamilton
About the City of Hamilton
Contribute to the City of Hamilton, one of Canada’s largest cities - home to a diverse and strong economy, an active and inclusive community, a robust cultural and dining scene, hundreds of kilometres of hiking trails and natural beauty just minutes from the downtown core, and so much more. Join our diverse team of talented and ambitious staff who embody our values of sensational service, courageous change, steadfast integrity, collective ownership and being engaged empowered employees. Help us achieve our vision of being the best place to raise a child and age successfully. #BeTheReason
JOB POSTING
JOB ID #: 17224
Legal Assistant Corporate Services Legal & Risk Managemennt Services 50 Main St. E, 4th Floor
NUMBER OF VACANCIES: All Temporary and Regular Full-Time Vacancies
UNION/NON-UNION: Non Union Management Professional
HOURS Of WORK: 35 per week
GRADE: 2 SALARY/HOUR: $30.244 - $35.374 per hour Note: See appropriate Collective Agreement or the Non Union Salary Range for details.
STATUS/LENGTH: Temporary and Regular Full-Time Vacancies Note: This is a periodic posting for all upcoming vacancies that occur from May 1, 2021 to October 31, 2021 and/or the eligibility list is exhausted. Applications are accepted up to closing date stated on this job posting.
Job Description ID #: 1958
SUMMARY OF DUTIES
Reporting to the Manager, Legal Services, provides a comprehensive range of confidential secretarial and administrative support services affecting the operations of the Division. Maintains confidentiality required at law and by the Law Society of Ontario.
GENERAL DUTIES
Provides support to management team, lawyers, law clerks in a diverse law office setting.
Prepares, composes and proof reads correspondence and reports on a variety of confidential and routine matters. Drafts replies on non-routine matters for consideration and signature.
Prepares various legal documents and forms including briefs, Notice of Intent to Defend, Notice of Examinations, Affidavit of Documents.
Maintains a “tickler system” and ensures matters are recorded and brought forward for appropriate deadlines and to ensure that strict limitation periods are met. Ensures deadlines are adhered to and established procedures followed.
Maintains assigned portion of departmental file system by opening, closing and making arrangements for disposition (destruction based on retention period) and off-site storage.
Takes minutes of meetings. Performs transcription as required.
Schedules Examinations for Discovery and arranges meetings including preparation and distribution of agendas and other materials, booking meeting rooms, arranging set up of presentation equipment and food/beverages as required, and informing participants of same. Co-ordinate and arrange all travel, conference and course arrangements, and follows up as appropriate.
Inputs and retrieves data and generates reports from computer based information systems (i.e. LegalCM, ACL, employee training history and outside counsel invoices).
Sorts and distributes incoming and outgoing communications including correspondence and facsimile ensuring urgent matters are suitably expedited. Arranges courier pick up and delivery for packages.
Responsible for ensuring customer services function for the division including answering phones, responding to inquiries, receiving and announcing visitors.
Ensures timely processing of cheque requisitions, expense claims and prepares invoices for payment.
Responds to inquiries and liaises with other departments, government agencies, outside agencies, legal professionals, consultants, Council members and the public.
Assists other Legal Assistants with overflow work.
Works in accordance with the provisions of applicable Health and Safety legislation and all City of Hamilton corporate and departmental policies and procedures related to Occupational Health and Safety.
Performs other duties as assigned which are directly related to the major responsibilities of the job.
QUALIFICATIONS
Proven knowledge of legal secretary practices and procedures normally acquired by attaining a diploma in a Legal Secretarial course or an equivalent combination of education and work related experience.
Previous experience working in a legal environment.
Knowledge of the Ontario Civil Practice Rules of Civil Procedure, Federal Court Rules and Supreme Court of Canada Rules.
Ability and willingness to work congenially with multiple lawyers and law clerks and to become familiar with their practices.
Ability and willingness to assist with special projects as required advancing the goals and objectives of the Division.
Ability to communicate in a professional manner with staff, clients and legal professionals.
Strong time management, multi-tasking and organizational skills.
A team player with excellent interpersonal skills.
Ability to work independently by following instructions with minimal supervision, taking initiative and meeting tight deadlines.
Proficient in a computerized environment (i.e. Microsoft Outlook, Word, Excel and PowerPoint). Create and maintain tracking systems for training, invoices, off-site closed file storage and attendance. Demonstrated knowledge and ability to troubleshoot office equipment and act as department lead for IS related matters (i.e. webcasts, desktops, laptops, printers, projectors and fax).
Demonstrated ability to communicate effectively both verbally and in writing. Must demonstrate proficiency in Business English.
Working knowledge of general accounting principles in order to monitor accounts, maintain routine financial records and calculate invoices.
Ability to use general office equipment including telephone, dictaphone, transcription machine, printer, scanner, facsimile, calculator, binding machine and shredder.
Disclaimer:
Be advised that Human Resources frequently audits resumes of internal/external applicants to ensure/validate information provided is consistent and trustworthy. Falsification of information provided at any time throughout the recruitment process may be grounds for disqualification, and for internal applicants, subject to discipline up to and including termination.
Terms:
The City is an equal opportunity employer that is committed to inclusive, barrier-free recruitment and selection processes. Consistent with our Values and Corporate Culture Pillars, the City of Hamilton is committed to providing equitable treatment to all with respect to barrier-free employment and accommodation without discrimination. The City will provide accommodation for applicants in all aspects of the hiring process, up to the point of undue hardship. If you have an accommodation need, please contact Human Resources as soon as possible to make appropriate arrangements.
We invite you to visit the departmental webpage to obtain further information on the culture and business of this department.
The incumbent shall comply with all Health and Safety Policies and Practices for this position and the workplace.
It is the responsibility of the applicants to ensure that their application reaches Human Resources by the closing date or they may not be considered. It is also the responsibility of applicants to supply qualifications, licences and related experience relevant to the qualifications outlined above for this competition as directed. On the basis of the criteria set out above, this posting is open to all applicants
The statements made by me are true, complete and correct to the best of my knowledge. I understand that any falsification of statements, misrepresentations, deliberate omission or concealment of information may be considered just cause for discipline, up to and including termination for internal applicants and disqualification for external applicants.
City of Hamilton
