Legal Administrative Assistant

Overview We are seeking a detail-oriented, client-focused and organized Office Assistant to join our team. The successful candidate will provide administrative and file management support, with a particular emphasis on Canadian immigration matters and Civil litigation.

The ideal candidate will have prior experience working in a law office or immigration consultancy and possess a solid understanding of immigration applications and procedures. This role requires exceptional organizational skills, professionalism, strong written and verbal communication abilities, and the capacity to manage multiple deadlines in a fast-paced environment.

Responsibilities

• Assist lawyers in the preparation, organization, and management of immigration files.
• Prepare immigration application packages under lawyer supervision.
• Communicate with clients regarding required documents and application updates.
• Review client documentation for completeness and identify missing information.
• Draft routine correspondence, retainer agreements, and administrative letters.
• Maintain accurate electronic and physical client files.
• Monitor application deadlines and maintain lawyer calendars.
• Conduct data entry and maintain records using case management software and Microsoft Office applications.
• Schedule client consultations and manage appointment bookings.
• Prepare invoices and assist with billing and general administrative tasks.
• Scan, photocopy, file, and organize legal documents.
• Maintain strict confidentiality and comply with all applicable professional obligations and office policies.

Technical Skills:

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace tools
• Strong computer skills with the ability to learn new software quickly
• Excellent organizational skills with attention to detail
• Effective data entry skills with high accuracy and typing speed
• Clerical experience in an office environment, including filing and document management
• Customer service experience with a friendly demeanor and professional communication skills
• Ability to handle multi-line phone systems efficiently and courteously
• Strong proofreading skills to ensure error-free documents
• Ability to prioritize tasks effectively in a fast-paced environment

Pay: $17.85-$20.00 per hour

Work Location: In person