Legal Assistant
Mazzeo Law is a boutique law firm located in Vaughan, ON, voted Top Choice Real Estate Law Firm in 2022-2026 and recognized by Best Lawyers in 2022. Our areas of expertise are focused mostly in helping the community resolve their legal issues which often encompasses Family Law, Real Estate Law, Corporate and/or Will and Estate Law.
We are currently seeking a confident, experienced and hands on Legal Assistant that is able to apply their strong administrative background to support the Partner at the firm. The Partner’s practice primarily focuses on real estate, corporate, and wills & estates matters. Experience in these areas is considered an asset but is not mandatory. In addition to supporting client matters, the Legal Assistant will play an important role in assisting the Partner with various operational and management responsibilities within the firm. Mazzeo Law offers a true team environment and a competitive compensation and benefits package with an opportunity to enhance skills and knowledge in a fast-paced environment.
Roles and Responsibilities
- Answer, screen, and route incoming calls for the Partner.
- Proactively manage the Partner’s daily schedule, prioritizing demands from internal and external sources.
- Provide administrative and legal support to the Partner across various client matters.
- Assist the Partner with operational and management aspects of the firm, including coordination of internal tasks and projects.
- Support the intake of new clients, including preparing and explaining legal fee estimates, assisting with initial client communications, and opening matters in firm software systems.
- Maintain regular communication with clients regarding file updates and respond to inquiries as appropriate.
- Provide the Partner with updates on the status of client matters as requested.
- Manage the Partner’s inbox, prioritizing messages and requests while maintaining strict confidentiality.
- Docket time in Cosmolex.
- Prepare cheques and handle banking matters related to the Partner’s files.
- Maintain tracking charts and internal reports for the Partner as required.
- Coordinate meetings, including scheduling, preparation of materials, and follow-up.
- Handle expense reporting and administrative tasks related to the Partner’s activities.
- Conduct research and gather information as required for various matters.
- Draft correspondence, letters, and reports for review by the Partner.
- Address issues and tasks on behalf of the Partner as directed, including in high-pressure situations.
- Maintain effective internal and external communication to ensure the Partner is informed of all relevant information.
- Maintain strict confidentiality in all client and firm matters.
- Perform other administrative and operational duties as required.
The successful candidate will have:
- Excellent oral and written communication skills with a professional and friendly demeanor
- Demonstrated ability to work independently and manage multiple priorities in a fast-paced, dynamic environment
- Strong ethical standards, with a commitment to confidentiality and privacy
- The initiative and ability to perform tasks without being asked, and achieve desired results without having to wait for answers or direction
- Excellent time management and organizational skills and the ability to handle multiple priorities simultaneously
- Experience supporting executive level management and providing legal support
- Strong communication and interpersonal skills (verbal, written, and listening);
- Able to handle multiple assignments, work well under pressure, and have the flexibility to assist the team in meeting client demands on accelerated schedules;
- Very organized;
- Customer service oriented;
- Attention detail;
- Computer Savvy;
- Able to learn new skills quickly;
- Work independently and efficiently;
- Punctual, reliable and responsible;
- Excellent interpersonal skills;
- Effective communication skills; and
- Strong work ethics.
Qualifications and Education Requirements
- Completion of a Legal Assistant or Law Clerk diploma or relevant certification preferred
- 1-3 years legal administrative experience
- Working knowledge of legal procedures, protocols, and documentation
- Experience working with Cosmolex, Word, Excel, Office 365
Preferred Skills
- Ability to maintain a high degree of confidentiality;
- Ability to multi-task and take on additional projects or assignments to develop skill set;
- Ability to work well independently, as well as in a team setting;
- Excellent decision-making skills and good judgment;
- Excellent interpersonal skills;
- Excellent technical and software skills, including MS Office Suite;
- Exceptional oral and written communication skills;
- Fundamental problem-solving and analytical skills, with the ability to remain calm in pressured situations;
- Superior time management and organizational skills to manage competing priorities;
- Highly detail oriented with a critical degree of accuracy;
- Ability to facilitate a work/life balance; and
- Strong work ethics.
What we Offer:
At Mazzeo Law we encourage a balanced lifestyle and have striven to build an office where you will feel fulfilled in your work and career yet have ample time to enjoy the non-work related areas of life, whether with family, friends or personal activities. We offer three (3) weeks vacation (pro-rated to start date) in your first year of employment, and additional paid time off. Employer paid benefits are available.
Disclaimer
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.
