Legal Administrative Assistant – Business Law – Gowling WLG

Title of the Job: Legal Administrative Assistant – Business Law

Location: Ottawa, ON

Job Description: ABOUT GOWLING WLGAt 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.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.Diversity, equity, and inclusion are an integral part of our firm’s core values. We are always striving to build a more equitable, engaging and rewarding workplace by attracting and retaining talented people from a diverse range of backgrounds, cultures and experiences. Our aim is to help everyone reach their full potential and achieve their personal and professional goals.Our diverse group of legal professionals, law students, law clerks, paralegals, legal administrative assistants and business services team members work together, and are respected and valued for their individual contributions.PROFILEWorking within our Business Law Group with a focus on Commercial and Indigenous Law, the successful candidate will, together with colleagues, perform full legal administrative work of a responsible and confidential nature for a group of professionals.This position is a one year, full-time contract.RESPONSIBILITIES

• Organizing and expediting the flow of work through the professionals’ practice, initiating any follow-up action as appropriate.
• Working proactively in the day-to-day support of the professional’s practice.
• Managing the professional’s calendar including travel arrangements.
• Supporting the practice group in monitoring billing matters and undertaking of administrative tasks.
• Accurately preparing legal documents and correspondence with minimal direction.
• Transcribing and typing legal documents and correspondence.
• Liaising between the legal professionals and various internal and external individuals, groups and clients at all levels.

• Assist with the onboarding process for new clients for sending out the information, i.e., retainers, Know Your Client documents, and asking for the file opening information.

• Using initiative and good judgment to relieve the professionals of administrative detail.
• Preparing and organizing meeting and briefing materials for the professionals and file management.
• Supporting the practice group in monitoring billing matters and undertaking of administrative tasks.

• Any other duties as required.

SPECIFIC RESPONSIBILITIESClaims Process Guidance: The primary task would be to offer clear and accessible information about the Indian Day School claims process. This involves understanding the procedural steps claimants must follow relating to the claims process. Assisting claimants in understanding what documentation is needed, how to complete forms, and what steps are necessary to move their claim forward. This may involve clarifying legal jargon and ensuring claimants understand their rights and the process.Emotional Support: Given the sensitive nature of the claims, the role requires offering a level of emotional support or empathy. While not a counselor, the person should be prepared to engage with claimants who may be recounting traumatic experiences.Record Keeping: Accurately recording claimant interactions, concerns, and the information provided. This is crucial for maintaining the integrity of the process and ensuring claimants receive consistent and accurate information.Confidentiality and Sensitivity: Maintaining confidentiality is paramount. The person must ensure that all claimant information is handled with the utmost respect and privacy, recognizing the sensitive nature of the information being shared.Liaison Work: Acting as a liaison between claimants and legal representatives or decision-makers involved in the claims process. This may involve updating claimants on the status of their claims or relaying information between parties.QUALIFICATIONS

• Relevant post secondary education (such as Administrative Assistant or Legal Administrative Assistant Diploma) coupled with a minimum of three years in a legal environment.
• Knowledge of Microsoft Office Suite.
• Good keyboard skills are required.
• Ability to communicate effectively with other Firm members, with the aptitude to take care of clients’ needs in a professional and courteous manner.
• Capacity to work independently, as well as in a team environment.
• Strong written and oral communication skills.
• Ability to multi-task within a time conscious environment.
• Strong organization and time management skills.
• Bilingualism (French/English) would be considered an asset.
• Experience in Indigenous matters is a valuable asset.

Gowling WLG employees benefit from a hybrid work structure.Not sure if you meet all the requirements? If you are excited about this opportunity but your experience does not align perfectly with every qualification in the job description, we encourage you to apply anyway. You may be just the right candidate for this or other roles.Gowling WLG is dedicated to building a diverse and inclusive workplace. 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.

Company Name: Gowling WLG

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