Hybrid Legal Assistant, Tax

at McCarthy Tétrault

• Job title: Legal Assistant, Tax
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: CA$60,000 - CA$80,000 per year
• Degree requirement: Professional Certificate
• Location requirements: Hybrid, Toronto, Canada

About the role

• Legal Assistant in Tax supporting lawyers at McCarthy Tétrault. Preparing documents, managing files, and coordinating client meetings in a collaborative law firm environment.

Responsibilities

• Preparing, editing, formatting, printing, scanning and revising correspondence, memoranda, large transaction documents, reports, forms, labels and other printed material through dictation, copy typing or other instructions, in accordance with the requirements set by the practice group.
• Coordinating and dispersing tasks to be performed by various resource groups such as the Document Specialists, Administrative Clerks, Billing Assistants, etc. where appropriate while ensuring tasks are completed in a timely manner.
• Proofreading documents and checking for appropriate formatting, spelling, grammar and clarity.
• Managing files including: opening new files, maintaining large and complex files, developing, maintaining and utilizing an orderly filing and retrieval system to ensure ease of reference to historical paper or electronic records, organizing law and precedent files.
• Updating calendars for assigned lawyers, including their meetings, appointments, due dates and client-related activities.
• Coordinating lawyer travel arrangements, including preparing itineraries and travel expense reports.
• Updating contact names and addresses in the client database on a regular basis.
• Coordinating client meetings and assisting with organizing smaller practice group events, including booking rooms and arranging the required catering or audio-visual equipment.
• Reviewing and routing incoming mail and fax communications; preparing and processing outgoing mail and faxes; and arranging for specialized mail or messenger services as required.
• Receiving, handling, screening and/or directing incoming calls as directed by lawyers; responding to routine inquiries and requests from clients; and taking messages as required.
• Working with Finance to coordinate new Client and Matter openings (KYC); Assisting with expense processing.
• Coordinating activities with functional area staff (Office Services, Marketing, etc.), as needed.
• Providing consistent backup support when assistants are absent; providing support to assistants who may be managing multiple tasks and/or difficult deadlines; and working proactively as a positive and productive member of the team.
• Maintaining and updating job knowledge and technical skills by identifying and participating in education opportunities.
• Other duties as assigned.

Requirements

• Legal Assistant diploma or college certificate in office administration or equivalent.
• Minimum 3 years of experience as a legal assistant or as an assistant with experience ideally acquired in a professional services environment.
• Bilingualism (French and English, oral and written) is an asset.
• In-depth knowledge of tax, business and legal terminology.
• Strong attention to detail, along with superior PowerPoint and word processing abilities, as well as excellent spelling, proofreading, and editing skills.
• Capacity to perform duties with speed and accuracy.
• Strong time management, organizational and multi-tasking skills and ability to work under pressure to meet important deadlines.
• Demonstrated skill in collaboration and the capacity to effectively function within a team setting.
• Ability to follow up on files and manage delays with minimal supervision, as well as to proactively identify additional support needs.
• High level of discretion and confidentiality.
• Flexibility to occasionally work overtime.

Benefits

• Outstanding benefits from day one, including insurance premiums paid by the Firm and wellness and technology reimbursements.
• Competitive compensation, paid overtime and generous time off, including a day off to volunteer and a day off for your birthday.
• A commitment to professional development and growth opportunities for our people at all levels, supported by a culture that fully embraces and encourages two-way feedback.
• Strong community involvement and a commitment to equity, diversity and inclusion.
• A collaborative, cohesive culture that connects lawyers and business teams through collective purpose.